From Receipt to Reimbursement: End-to-End Expense Management Workflow with Veryfi’s APIs

Expense management has come a long way from paper receipts and spreadsheet uploads. In 2025, automation is redefining how companies track, approve, and reimburse spending. The shift is powered by APIs, modular building blocks that let developers create secure, intelligent expense management systems with minimal friction.

At Veryfi, we designed our document capture and multimodal data extraction APIs to power exactly these kinds of workflows. From real-time receipt capture to policy validation, approval routing, and accounting system integration, every step can be automated end-to-end.

In this hands-on tutorial, we’ll walk through how to build a complete expense management system using Veryfi’s AI-driven APIs.

1. Capturing Receipts in a Mobile App

The workflow begins where most expenses start, the user’s phone.

Firstly, using Veryfi Lens SDK, developers can integrate real-time receipt capture into any mobile app. Lens ensures clean, compliant captures with built-in features like:

• Edge detection and image cropping
  
• Glare and blur correction
  
• On-device fraud detection (live vs. static capture)
  
• Automatic upload to the Veryfi API endpoint

As a result, users simply snap a photo of a receipt, and the system does the rest. No manual entry, no emailing receipts to accounting.

2. Extracting Structured Data from Semi-Structured Documents

Once the image is captured, Veryfi’s Data Extraction API takes over.

Our multimodal AI engine analyze each document by combining optical character recognition (OCR), natural language processing (NLP), and spatial modeling to convert unstructured receipts into structured JSON.

You can store data directly in your expense database or fed into your next layer, the policy engine.

3. Building Policy Enforcement Rules

Every organization has spending policies: per diem limits, approved vendors, category restrictions, etc. Instead of enforcing them manually, you can automate them.

Using a simple rules engine (for example, AWS Lambda + DynamoDB, or a Python ruleset), you can validate extracted data against company policies.

For larger systems, you can leverage Veryfi’s custom metadata fields to embed policy logic directly into your workflow and flag exceptions via webhooks.

4. Creating Approval Workflows with Webhooks & Notifications

Once expenses pass validation, they can automatically move through your approval chain.

Veryfi’s webhook framework enables real-time event-based triggers:

• When a new document is processed
  
• When a policy violation is detected
  
• When an expense is approved or reimbursed

These events can trigger notifications via Slack, Microsoft Teams, or email, or call your internal expense approval APIs. Developers can also add delay queues, multi-tier approvals, or automated reimbursements based on department rules.

5. Integrating With Accounting & ERP Systems

Finally, approved expenses can flow seamlessly into your accounting system, whether that’s QuickBooks, Xero, SAP, or NetSuite.

Because Veryfi outputs clean, structured JSON, integration is as simple as mapping fields to your accounting API schema. This closes the loop: from receipt capture to reimbursement, all without manual data entry.

Why This Matters in 2025

Automated expense management isn’t just about saving time, it’s about data integrity, policy compliance, and employee satisfaction.

In a recent Deloitte report, 63% of finance leaders said automation has reduced operational costs by at least 30%. Meanwhile, IBM notes that AI-driven finance automation improves accuracy and audit readiness by eliminating human-input risk.

By integrating Veryfi’s APIs, teams gain a real-time, fraud-resistant, audit-friendly system that scales across departments and geographies.

Putting It All Together

Each module is API-first, developer-friendly, and fully documented here

Conclusion

With the right architecture, an end-to-end expense management workflow can be built in days, not months.

By combining Veryfi’s Lens SDK, Data Extraction API, and webhook framework, developers can create automated systems that not only capture receipts and extract data, but also enforce company policies, trigger approvals, and push transactions into accounting, all in real time.

For teams building the next generation of financial automation, this is the blueprint:
From receipt to reimbursement, zero manual touchpoints, 100% visibility.

Want to learn more? Contact us today!