Notifications in expenses

To streamline your spend management, Yokoy displays notifications to let you know if an expense goes against a company policy or may present some error.

Notifications are displayed in real time when you enter an expense. Yokoy displays three types of notification in expenses:

If a notification is triggered, you can either adjust the expense according to the warning, or submit the expense with the warning, which will let managers/approvers and finance users see the warning as well. All notifications are grouped together at the top of the expense form. Warnings do not block you from submitting an expense.

Warnings can occur for two reasons: policy-based warnings, or AI-based warnings.

These notifications are triggered depending on your company‘s configuration. You may or may not see these notifications when submitting your expenses. For example, if weekend expenses are allowed within your company, the weekend warning will not be triggered for expenses you have on the weekends.

Your company can set up an expense rule that determines the maximum or minimum spend amount of expense. If an expense goes against that policy, the expense is flagged. Additionally, you‘ll see information on the policy your expense violated.

If an expense is created on the weekend (i.e., the expense date falls on a weekend), the expense is flagged.

If your company has configured any categories to automatically trigger a warning, the expense is flagged.

If you create a duplicate per diem for the same day or have already claimed a per diem, the expense is flagged. Finance users can find the duplicate by clicking on the notification in the expense.

If additional charges, such as tips or fees, are permitted by your company's expense policy, then an expense may be flagged if the additional charge is beyond the permitted limit.

If an expense has been paid with a company card, it may trigger a warning stating that it is non-reimbursable. This means that there will be no direct reimbursement to you as submitter, but instead the amount will be deducted from your company card account.

If an expense exceeds the threshold for expense amounts requiring an official invoice, the expense is flagged. For example, in Switzerland the threshold for requiring an official invoice is CHF400.

If your company has automated its expense approval flow, but an expense has triggered a warning, it triggers a manual review for finance users and displays a notification.

If the cost object you selected in your expense doesn‘t match the default cost object that you are assigned to by your Yokoy admin, the expense is flagged.

If your company requires that you select the tax rate applied in expenses. If Yokoy is unable to extract the VAT information from the expense or you don‘t select a tax rate, Yokoy flags the expense. This notification is shown for all expenses without VAT information.

If you create a no-receipt expense, these expenses are automatically flagged. If your company allows no receipt expenses, you may be required to attach additional documentation to justify the expense. In this case, if you try to submit an expense without additional documents, a notification is displayed.

If you create a mileage expense in which Yokoy automatically calculates the number of miles or kilometers and then you manually change the mileage, you may see a notification that the number exceeds the threshold set by your company‘s Yokoy admin.

Apart from policy-based warnings, Yokoy may also flag an expense if it is detected as a duplicate or if the amounts in the expense were not properly extracted.

If Yokoy recognizes the receipt as an expense already submitted at your company, the expense is flagged. Expenses are flagged as duplicates when there is more than one expense that appears to be identical.

Yokoy‘s AI uses these criteria to identify duplicates (depending on your company’s configuration):

To be deemed a potential duplicate, the expense must match all the criteria selected by your company‘s Yokoy admin. For example, if your admin has selected Currency and Total claim in the company setup in Yokoy, Yokoy flags all expenses that have the same currency and total claim amount regardless the information of the document, i.e. creating false positives where the date of the expense may differ.

Duplicate notification depends on the user role:

Managers/approvers may find the duplicate expense by searching for the expense ID listed in the warning, provided they have access to that expense. Finance users can click on the notification to access the potential duplicate expense.

If there is an issue in validating data, Yokoy flags an expense. This may be caused if Yokoy can't automatically extract the expense information from a receipt.

If you manually change the total amount in an expense and the manually entered amount is greater than the AI-extracted amount by a set percentage determined by your Yokoy admin, Yokoy flags the expense with a notification that the Yokoy AI extracted value doesn‘t match the expense total claim.