Same expense questions, over and over
"I get the same questions every week. 'Can I expense this?' 'What's the limit for client dinners?' 'Do I need a receipt for Uber?' We reject 15% of expense reports because people didn't read the policy—then they resubmit and ask what they did wrong."
Self-service answers before they submit
Expense Policy Bot gives employees instant answers to spending questions—what's reimbursable, spending limits by category, receipt requirements, and how to code expenses correctly. They get clarity before spending, not rejection after.
Every answer cites your actual expense policy, so employees trust what they're reading. Finance sees what questions come up most often, revealing policy gaps and training opportunities.
From question to answer in seconds
Upload your expense policy
Add your expense policy, spending guidelines, and category definitions to the Knowledge Center. JoySuite indexes everything and keeps it current as policies update.
Deploy the bot
Make the Expense Policy Bot available to all employees. They can ask questions before spending, while traveling, or when submitting reports.
Employees ask questions
Questions arrive in natural language: "Can I expense a team lunch?" or "What's the per diem for New York?" — answered in seconds.
Get cited answers instantly
Every response cites your expense policy. Employees trust the answer because they can verify it. Finance sees what's being asked to improve documentation.
Built for finance teams
📎 Policy Citations
Every answer links to the specific section of your expense policy it came from.
💰 Limit Lookups
Instantly tells employees spending limits by category, role, or location.
📊 Question Analytics
See what employees ask most to identify confusing policies and update docs.
🧾 Receipt Guidance
Clear answers on when receipts are required and what counts as valid documentation.
What employees are asking
Meals
"What's the limit for client dinners?"
Travel
"Can I book business class?"
Hotels
"What's the nightly rate limit?"
Transportation
"Do I need a receipt for Uber?"
Equipment
"Can I expense a monitor?"
Learning
"Is this conference reimbursable?"
Customize for your needs
Travel Policy Bot
Focus specifically on travel—booking policies, per diems, and international travel requirements.
Corporate Card Bot
Answer questions about corporate card usage, limits, and reconciliation requirements.
International Expense Bot
Region-specific policies for currency conversion, per diems, and local tax requirements.
Executive Expense Bot
Separate policies and limits for executives and board members.
What you'll get
Here's a sample conversation with the Expense Policy Bot:
Employee: I'm taking a client to dinner tonight. What's the limit and do I need pre-approval?
Client Entertainment Policy
Here are the guidelines for client meals:
- Spending limit: $75 per person for client dinners
- Pre-approval: Not required under $300 total
- Receipt: Required for all amounts
- Documentation: Include client name, company, and business purpose in notes
Alcohol is reimbursable for client entertainment but should be reasonable relative to the meal.
📎 Source: Expense Policy v3.2, Section 4.2 — "Client Entertainment"
Employee: What expense category should I use?
Use category 6200 - Client Entertainment for client meals. Make sure to select "Client" as the attendee type and enter the client's company name.
📎 Source: Expense Category Guide, "Entertainment Codes"
Who This Is For
Finance Teams
Finance professionals tired of answering the same expense questions and processing rejected reports over and over.
All Employees
Anyone who submits expense reports and wants clarity on what's reimbursable before they spend.
Frequent Travelers
Road warriors who need quick answers about travel policies, per diems, and international expense requirements.
HR and Operations
Teams responsible for policy communication who want to reduce repetitive questions and improve compliance.
Frequently Asked Questions
What is an expense policy chatbot?
An expense policy chatbot is an AI assistant that answers employee questions about expense reimbursement, spending limits, and submission requirements. It's trained on your company's actual expense policies and provides instant, accurate answers with citations to policy sources.
How can AI reduce rejected expense reports?
By giving employees instant access to policy details before they spend or submit, AI helps them understand limits, receipt requirements, and proper categorization upfront. This prevents common errors that lead to rejections, reducing rework for both employees and finance teams.
Can expense bots handle different spending limits by role?
Yes, JoySuite's Expense Policy Bot can provide role-specific and location-specific spending limits. It understands different policies for executives, standard employees, and various office locations to give accurate answers based on who's asking.
What expense questions do employees ask most often?
Common questions include meal limits for client entertainment, receipt requirements for rideshare and Uber, per diem rates for travel, hotel nightly rate limits, and whether specific items like home office equipment are reimbursable.
How do I set up an expense policy bot for my company?
Simply upload your expense policy documents to JoySuite's Knowledge Center. The AI indexes your policies and makes them searchable. Deploy the bot to Slack, Teams, or email, and employees can start asking questions immediately.