Reimbursements without the chasing
Employees upload a bill, OCR fills the claim, duplicates get flagged, and finance sees every claim with its approval trail.
- Bill uploadedPhoto from mobile appRead by OCR
- Duplicate checkNo matching invoice foundClear
- Reporting managerBill and amount reviewedApproved
- FinanceQueued for payoutPending
What breaks without a system
Where bills and reimbursements goes wrong when it runs on email, chat groups and spreadsheets.
Paper bills and lost receipts
Claims arrive as photos on chat, paper in envelopes, or not at all.
Finance retypes every bill
Amounts, dates and vendors are keyed in by hand, and typos slip into the books.
The same bill claimed twice
Without a check, a duplicate invoice is easy to miss in a busy month.
Employees wait for their money
Nobody can say where a claim is stuck, so people stop trusting the process.
What you get on day one
OCR on bills and invoices
Upload a photo or PDF. Billcostro reads vendor, date and amount with AWS Textract so nobody retypes it.
Duplicate invoice check
Each invoice is checked against earlier submissions before it reaches an approver.
Mileage and own-vehicle claims
Field staff claim personal vehicle use with the details finance needs.
Advances
Request money before spending and settle it against actual bills.
Status anyone can see
Employees see exactly which approver holds their claim.
From request to settlement
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01
Capture
Snap or upload the bill from web or mobile.
-
02
Read
OCR extracts vendor, date and amount.
-
03
Check
Duplicate invoices are flagged before approval.
-
04
Approve
Manager and finance approve in order.
-
05
Reimburse
Finance records the payout against the claim.
Before and after Billcostro
Today
- Bills retyped into spreadsheets
- Duplicates found at audit, if at all
- Claims stuck with no visible owner
- Advances settled from memory
With Billcostro
- OCR fills the claim from the bill
- Duplicates flagged before approval
- Every claim shows who holds it
- Advances settled against real bills
Questions finance teams ask
About bills and reimbursements in Billcostro. Ask us anything else in a demo.
What does the OCR read?
Billcostro uses AWS Textract to read the vendor, date, line items and totals from bill photos and PDF invoices, then prefills the claim for the employee to confirm.
How does duplicate detection work?
Before a claim or vendor invoice goes to an approver, Billcostro compares it with earlier submissions and flags likely duplicates for review.
Can field staff claim mileage?
Yes. There is a dedicated personal vehicle claim for employees who use their own vehicle for work.
Do you pay employees directly?
Finance records the reimbursement in Billcostro against each claim. Payouts are made from your bank as they are today.
See your own approval chain in Billcostro
In a demo we map your departments and approvers, then walk one request from start to settlement.