{{ summaryTitle }} {{ summaryValue }} {{ summaryLine }} {{ badge.label }} {{ badge.value }}
Examples: $, USD, €, GBP, RM. Mixed row currencies are flagged for review.
Set the written policy threshold; use 0 when every positive claim needs a receipt.
{{ currencyLabel }}
Enter the manager or finance review boundary from the policy.
{{ currencyLabel }}
Use the per-claim meal limit for this policy and period.
{{ currencyLabel }}
Use the per-claim lodging limit from the policy being reviewed.
{{ currencyLabel }}
Enter the rate and distance basis from the written policy; rates change by organization and effective period.
{{ currencyLabel }}
Use 0 for the exact policy rate or a documented tolerance for rounding differences.
%
Choose how empty receipt cells should be interpreted for this review.
Use commas or new lines, for example Alcohol and Personal gifts.
CSV format: category, amount. Example: Taxi, 80.
Data stays in this browser. Without a header, columns are date, category, amount, receipt, distance, and notes.
{{ sourceMeta }}
{{ sourceStatus || 'Drop one CSV or TXT file onto the editor.' }}
{{ workflowFeedback }}
Default 0 is neutral and leaves notes review off.
{{ currencyLabel }}
Default 0 is neutral; choose 1–60 days only when duplicate screening is part of the policy.
days
Default 0 is neutral; choose 1–25% to surface close calls.
%
Choose the reporting increment; the default 0.01 does not alter the policy result.
Leave blank to use the tool slug for exported artifacts.
RowDateCategoryClaimedStatusPolicy basisFindingCopy
{{ row.row_number }}{{ row.date || 'Missing' }}{{ row.category || 'Missing category' }}{{ formatMoney(row.amount) }}{{ row.severity_label }}{{ row.policy_basis }}{{ row.finding_text }}
PriorityReview checkRowsEvidenceNext actionCopy
{{ row.severity_label }}{{ row.check }}{{ row.row_count }}{{ row.evidence }}{{ row.next_action }}
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An expense policy turns written rules into review boundaries. Some boundaries require evidence, such as a receipt or business-purpose note. Others limit reimbursement, require approval, or prohibit a category entirely. A consistent review keeps those outcomes distinct so a missing document is not confused with an amount above policy.

The policy period matters as much as the numbers. Mileage rates, meal caps, receipt thresholds, approval levels, and blocked categories can change between organizations and effective dates. Reviewers should copy the values from the policy that governs the submitted expenses rather than treating a sample rate or a tax rule as a universal default.

OutcomeTypical causeWhat it calls for
Evidence reviewReceipt, date, category, amount, or business purpose is missing or unclear.Complete the record or document an exception.
Approval reviewA claim is above the organization's approval threshold.Obtain the required approval; it is not automatically an overage.
Over limitA meal, lodging, category, or mileage claim exceeds its allowance.Reduce the reimbursable amount or retain exception evidence.
BlockedThe normalized category exactly matches a prohibited category.Reject or route through the written exception process.

Threshold wording needs careful attention. “Required over 75” means 75 itself does not trigger the rule; the first amount above it does. Caps are also strict upper boundaries, so a claim exactly equal to the cap is within policy. Rounding should not move that boundary.

Duplicate screening is only a lead. Two claims with the same category and amount within a chosen date window may be separate legitimate expenses. Merchant, receipt, date, and business purpose are the evidence that resolves the question.

A deterministic policy check improves consistency but does not approve payment, establish tax deductibility, or replace finance judgment. Local law, employment terms, grant conditions, client contracts, and documented exceptions may all impose rules that a configurable row review does not know.

How to Use This Tool:

Set the policy first, then review expense rows from the same currency and effective period.

  1. Enter the currency label and copy the receipt, approval, meal, lodging, mileage, and category limits from the controlling policy.
  2. Choose how blank receipt cells should be treated. Use missing when an empty cell means no evidence, unknown when it requires follow-up, or provided only when the source system guarantees attachment.
  3. Paste expense CSV with date, category, amount, receipt, distance, merchant, currency, and notes where available. Dates used for duplicate review must follow YYYY-MM-DD.
  4. Enable duplicate, near-threshold, or notes checks only when they belong to the written review procedure. These settings add review cues without changing the policy caps.
  5. Run the review, fix invalid rows first, then work from blocked and over-limit findings down to missing evidence and informational warnings.

Interpreting Results:

Total claimed is the sum of parseable row amounts. Over policy sums only the amount above the smallest applicable monetary allowance for each row. Receipt, approval, duplicate, notes, and blocked-category findings do not by themselves add to that overage.

  • Blocked has the highest severity and comes from an exact normalized match to the blocked-category list.
  • Over limit means the amount is strictly greater than an applicable cap or tolerated mileage allowance.
  • Review identifies missing or invalid evidence, approval needs, possible duplicates, currency mismatch, or another issue requiring judgment.
  • Info marks a refund or credit, or an amount just below a watched threshold.
  • Clear means no configured rule fired. It is not an approval or a tax determination.

Technical Details:

Money is parsed into integer cents before comparison. Category matching ignores case and repeated spacing. Meal, lodging, and mileage checks use recognizable words in the category, while custom category caps and blocked categories require an exact normalized category match.

Rule Core:

RuleBoundaryResult
ReceiptAmount is strictly greater than the receipt threshold and receipt state is not provided.Review for missing or unclear evidence.
ApprovalAmount is strictly greater than the approval threshold.Review for approval.
Meal, lodging, or category capAmount is strictly greater than the matching cap.Over limit by the difference.
MileageAmount is strictly greater than the allowance after the configured tolerance.Over limit by the difference.
NotesNotes threshold is above zero, amount is strictly greater, and merchant plus notes are empty.Review for missing business purpose.
Possible duplicateValid dates are no more than the selected number of days apart, with the same normalized category and exact cent amount.Review the paired source evidence.
Near thresholdAmount is below a positive limit but at least the watched percentage inside it.Informational cue; the cap does not change.

Formula Core:

Mileage allowance applies the configured rate and then the optional tolerance. Cent rounding occurs at each stated boundary.

B=round(d×r) L=round(B×(1+t100)) E=max(0,a-c)

d is distance, r is the rate in cents per selected mile or kilometer, B is the base allowance in cents, t is tolerance percent, and L is the tolerated allowance. For general overage, a is the claimed amount and c is the smallest applicable cap. An amount equal to L or c passes; one cent above it is over limit.

The currency label is formatting and consistency evidence only. No exchange-rate conversion occurs. When several caps match one row, the smallest allowance controls its over-policy amount. Display rounding to 0.01, 0.05, 0.10, or 1.00 changes presentation rather than canonical cents.

CSV may include recognized header aliases or use the standard column order. Invalid dates cannot participate in duplicate matching, negative amounts are retained as refund or credit evidence, and a malformed amount remains a review issue rather than silently becoming zero.

Accuracy, Privacy, and Responsible Use:

Expense rows and policy settings are processed in the browser. The review does not verify receipts, contact an accounting system, convert currencies, or retain an approval decision.

  • Remove card numbers, bank details, personal addresses, medical information, and other unnecessary sensitive data before pasting rows.
  • Confirm every threshold, rate, unit, currency, and effective date against the organization's written policy.
  • Treat duplicate and category-word matches as review leads, not final findings.
  • Use current tax, labor, grant, and contractual guidance for the applicable jurisdiction; this review is not financial, tax, or legal advice.

Common Mistakes:

  • Using a sample mileage rate. Rates vary by policy and period. Replace it with the documented rate and choose the matching distance unit.
  • Mixing currencies. A currency label does not convert amounts. Separate or convert foreign-currency rows before comparison.
  • Treating a threshold amount as a failure. Rules worded “over” use a strict greater-than test, so the exact threshold belongs to the passing side.
  • Rejecting duplicate candidates automatically. Compare receipts, merchants, dates, and purpose before deciding that two equal amounts represent one expense.

References: