Travel expense reconciliation
How do we reconcile a trip's expenses by collecting the receipts, matching them to the bookings, chasing the missing ones, and sending the report to finance?
Build the expense report from the trip record and ask the traveler only for what is missing. After a trip, Callvu assembles the expected lines from the bookings and the card feed (the air, hotel and car bookings with their amounts, the card transactions on the corporate card, the per diem for the days), matches each transaction to a booking or a policy category, asks the traveler on their phone for the receipts the expense policy requires (by amount threshold and category) and the lines the feed cannot explain, reads each receipt and checks it against the transaction (the amount, the date, the merchant, the VAT where recoverable), chases the missing ones on the submission deadline, flags the policy breaches to the approver, and sends the complete report to the finance system with the receipts attached.
In scopeComplex: multi-party handoffsCallvu moves: chase and verify, write back
Last updated November 7, 2026.
The problem today
The expense report was late, missed two receipts, double-counted the hotel, and the VAT went unrecovered.
Expense reports are rebuilt by the traveler weeks after the trip from a shoebox of receipts, while the bookings and the card feed already know most of the lines. The result is late, inaccurate, duplicated where the hotel was prepaid and claimed again, and missing the receipts the tax rules require. Finance returns it; the traveler resents it; the VAT is lost.
The expense policy sets the categories, the receipt thresholds, the per diems and the limits; the tax rules set the receipt requirements and the VAT recovery; the bookings and the card feed supply the expected lines. A reconciliation that starts from the record and asks the traveler only for the receipts and the unexplained lines is faster and right.
The traveler should confirm a report, not write one.
How it runs
From the requestto the system of record.
A trip ends (the return date passes). Callvu opens the reconciliation with the trip's bookings and the card feed.
- Traveler
- Uploads the receipts asked for, explains unmatched lines, and confirms the report on their phone.
- Approver
- Decides policy breaches in the Decision Desk.
- Finance
- Receives the complete report with receipts in the finance system.
- Callvu
- Assembles, matches, chases, checks, flags and sends.
Assemble and match
The expected lines are built from the trip's bookings (the air, hotel and car with their amounts and whether prepaid), the corporate card transactions in the trip's window, and the per diem for the days and the destination under the expense policy; each card transaction is matched to a booking or a policy category, prepaid bookings are excluded from reimbursement, and duplicates are flagged.
Chase and verify the receipts
The traveler is asked on their phone for the receipts the expense policy requires (above the threshold, and always for certain categories) and for the lines the feed cannot explain (a cash expense, an unmatched transaction); each receipt is read and checked against the transaction (the amount, the date, the merchant, the currency, the VAT breakdown where recoverable), and the missing ones are chased on the submission deadline.
Flag and decide
Lines outside the policy (above a limit, a category not allowed, a personal expense, alcohol where excluded) are flagged with the clause; the approver decides them in the Decision Desk with the receipt and the policy and only the allowed outcomes (approve, approve a reduced amount, or reject the line with the reason); the traveler confirms the report.
Write back
The complete report with the matched lines, the receipts, the approvals and the VAT data is sent to the finance system, the system of record, for payment and the tax filing; the exception reporting process receives the policy flags.
Where it ends: The report was built from the trip's own record, the traveler supplied only the receipts and the explanations, the breaches were decided by the approver, and finance received a complete report with the VAT data on time. The Decision Trace shows the matches, the policy flags and the decisions; the Audit Trace shows the chases, the receipts and the submission.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The traveler's phone after the trip; receipts photographed as asked.
The back office
The approver decides only breaches; finance receives complete reports.
The Decision Desk
- A line outside the policy goes to the approver in the Decision Desk with the receipt and the clause and only approve, approve reduced, or reject with the reason.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
What does the traveler have to do?
Upload the receipts the policy requires, explain the lines the card feed cannot match, and confirm the report, on their phone; the lines themselves come from the bookings and the feed.
How are duplicates avoided?
Prepaid bookings are excluded from reimbursement and each card transaction is matched once to a booking or a category.
How is VAT recovered?
Each receipt is checked for a compliant invoice naming the company with the VAT breakdown, and the data is sent to finance with the report.
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