expense-processing

# Expense Processing Skill ## Overview This skill handles the complete expense management workflow from receipt capture through reimbursement, including OCR extraction, policy validation, and Odoo integration. ## Capabilities - Receipt image OCR via PaddleOCR - AI-powered data extraction - Policy compliance validation - Automatic expense categorization - Odoo hr.expense creation - Approval workflow routing - Reimbursement tracking ## Workflow ### Step 1: Receipt Capture **Input Methods**: - Mobile app upload - Email forwarding (receipts@insightpulseai.com) - Telegram bot - Manual upload via Odoo **Supported Formats**: - Images: JPG, PNG, HEIC - Documents: PDF (first page) - Max size: 10MB ### Step 2: OCR Extraction **PaddleOCR Endpoint**: `https://ocr.insightpulseai.com/api/ocr/receipt` **Request**: ```json { "image": "<base64_encoded_image>", "language": "en" } ``` **Response**: ```json { "text": "JOLLIBEE STORE 1234\n...", "confidence": 0.95, "regions": [...] } ``` ### Step 3: AI Data Structuring **Claude Prompt**: ``` Extract receipt data and return JSON: - merchant_name: string - merchant_tin: string (if visible) - receipt_date: YYYY-MM-DD - receipt_number: string - subtotal: number - vat_amount: number - total_amount: number - payment_method: cash|credit_card|gcash|paymaya|other - expense_category: meals|transportation|supplies|communication|accommodation|other - description: brief description ``` ### Step 4: Policy Validation **Approval Thresholds (PHP)**: | Amount | Approval | Route | |--------|----------|-------| | < 5,000 | Self | Auto-approve | | 5,000 - 25,000 | Manager | Notify manager | | 25,000 - 100,000 | Dept Head + Finance | Escalate | | > 100,000 | CFO | Escalate + alert | **Policy Rules**: ```python rules = [ Rule("amount_limit", lambda e: e.amount <= 100000, "Amount exceeds maximum"), Rule("valid_category", lambda e: e.category in ALLOWED_CATEGORIES, "Invalid category"), Rule("has_receipt", lambda e: e.receipt_image is not None, "Receipt required"), Rule("or_required", lambda e: e.amount < 1000 or e.has_official_receipt, "OR required > 1000"), Rule("not_weekend", lambda e: not e.is_personal, "Personal expenses not allowed"), ] ``` ### Step 5: Odoo Integration **hr.expense Creation**: ```json { "name": "Jollibee - Client Meeting Lunch", "product_id": 1, // Meals category "unit_amount": 1250.00, "quantity": 1, "date": "2026-01-06", "employee_id": 77, // RIM "payment_mode": "own_account", "reference": "OR-12345678", "description": "Client meeting with ACME Foods project team" } ``` **Category Mapping**: | Category | Odoo Product ID | Account | |----------|----------------|---------| | meals | 1 | 6210 - Meals & Entertainment | | transportation | 2 | 6220 - Transportation | | supplies | 3 | 6230 - Office Supplies | | communication | 4 | 6240 - Communication | | accommodation | 5 | 6250 - Travel & Lodging | | other | 6 | 6290 - Miscellaneous | ### Step 6: Approval Workflow **Odoo States**: ``` draft → reported → submitted → approved → posted → done ↘ refused ↙ ``` **Notifications**: - On submit: Notify approver via Mattermost - On approve/refuse: Notify employee - On post: Update reimbursement queue ## n8n Workflow Integration The `expense_receipt_capture.json` workflow: 1. **Webhook receives image** 2. **PaddleOCR extracts text** 3. **Claude structures data** 4. **Policy check (IF node)** - Pass: Create expense in Odoo - Fail: Alert to #finance-general 5. **Respond with result** ## Mattermost Notifications **Policy Violation Alert**: ```markdown #### :warning: Policy Violation Alert | Field | Value | |:--|:--| | **Amount** | PHP 7,500 | | **Threshold** | PHP 5,000 | | **Merchant** | Restaurant ABC | | **Category** | meals | **Action Required:** Manager approval needed ``` **Expense Created**: ```markdown #### :receipt: Expense Submitted | Field | Value | |:--|:--| | **Employee** | Rey Meran (RIM) | | **Amount** | PHP 1,250 | | **Category** | Meals | | **Status** | Pending Approval | ``` ## Receipt Requirements ### Valid Receipt Elements - [x] Date of purchase - [x] Merchant/vendor name - [x] Itemized list - [x] Total amount - [x] OR number (for amounts > ₱1,000) - [x] VAT details (if applicable) ### Common Issues | Issue | Resolution | |-------|------------| | Faded receipt | Re-scan or request duplicate | | Missing OR | Request from vendor | | Foreign currency | Include exchange rate | | Handwritten | Attach explanation | ## Reimbursement Schedule - **Cutoff 1**: Submit by 10th → Reimbursed on 15th - **Cutoff 2**: Submit by 25th → Reimbursed on 30th ## Error Handling ```python errors = { "OCR_FAILED": "Could not extract text. Please re-upload clearer image.", "INVALID_DATE": "Receipt date could not be parsed. Please enter manually.", "CATEGORY_UNKNOWN": "Could not determine expense category. Please select.", "EMPLOYEE_NOT_FOUND": "Employee not found in system. Contact HR.", "DUPLICATE_RECEIPT": "This receipt may already exist. Please verify.", } ``` ## Commands | Command | Action | |---------|--------| | `/expense submit` | Start expense submission | | `/expense status [id]` | Check expense status | | `/expense history` | View recent expenses | | `/expense policy` | Show expense policy | ## Related Skills - [Finance Month-End](../finance-month-end/SKILL.md) - [BIR Tax Filing](../bir-tax-filing/SKILL.md) ## Changelog - **v1.0.0** (2026-01-06): Initial release