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6 WAYS AI CAN IMPROVE YOUR SPEND AUDIT PROCESS
by AppZen March 25, 2022
*
*
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Is your finance team busy and overworked, but too hesitant to change their spend
audit processes? As time-consuming and frustrating as manual expense reports and
invoice audits can be, implementing a whole new software system can seem worse.
Thankfully, AppZen’s AI-powered Spend Audit solution doesn’t require any changes
to your back-end software. It integrates with your existing systems, including
expense management, invoice automation, and ERP, to make the transition easy.
Once you’ve implemented AI, you’ll never want to go back.
Here are the top six ways AI can help improve your spend audit process — more
importantly, how it can save your team’s time, money, and sanity.
1. AUDIT EVERYTHING
Many companies only audit between 2 and 10 percent of invoices and expense
reports, each month. This is a practice born out of necessity: a manual audit of
everything would eat up all of the finance team’s time. But it also leaves a
whopping 90 to 98 percent of invoices and expense reports completely
unscrutinized. Unless all of those are entirely error- and fraud-free (hard to
imagine, unfortunately), your company is pretty much guaranteed to lose money
each month.
Finance AI is a game-changer. It allows finance teams to audit 100 percent of
your spend without any additional effort. AI checks every invoice and expense
report and assigns a risk score based on a number of factors, flagging high-risk
expense reports and invoices for manual review. This helps your finance team
spend their time much more productively and makes it possible to pay low-risk
invoices and reimbursements much faster.
2. AUDIT AS MUCH AS POSSIBLE PRIOR TO PAYMENT
Auditing after invoices and expense reports are paid out is another practice
that many companies implement out of necessity — it’s just too hard to get
everything done in a timely manner. But it also makes it that much more
difficult to claw back money spent on erroneous or fraudulent invoices or
expense reports. It also means lost opportunities for early invoice payment
discounts. Implementing an AI means your business doesn’t have to compromise
between paying employees and vendors back efficiently and being rigorous about
scouting out fraud and mistakes.
3. DETECT ANOMALIES
Discovering fraud and suspicious activity manually is difficult, as fraudsters
are always inventing new ways to game your policies. Finance AI references an
unlimited number of data points from any document, set of internal systems, and
online data sources and combines this data with information extracted from your
documents. Using powerful computer vision and NLP technology trained on millions
of documents, Spend Audit uses AI models to detect duplicates and high-risk
transactions, such as sudden spend spikes or invoice splitting to stay under the
radar. This brings far greater precision to the spend audit process, allowing
you to root out fraud, duplicate spend, regulatory violations, and excessive
employee expenses.
4. MONITOR FRAUD
According to the Association of Certified Fraud Examiners, occupational fraud
resulted in more than $3.6 billion in total losses in 2020. AppZen’s AI-powered
platform audits 100% of spend, spotting unusual patterns that might indicate
fraud, such as inconsistent addresses or suspicious business names on an invoice
or charges on an expense report that don’t match a receipt. Anything
questionable is brought to the attention of your team for manual review.
5. DON’T DOUBLE-PAY
Duplicate invoices or expenses can be difficult for human auditors to catch
since they’re often submitted by different employees or months apart. Finance AI
scours every line in an invoice or expense report and compares it against the
database of every other invoice or expense report ever processed. If an invoice
or expense report seems like it might be a duplicate, your team is notified
before it’s paid out.
6. STAY ON TOP OF COMPLIANCE
Staying on top of anti-bribery provisions or corruption policies such as the
Foreign Corrupt Practices Act (FCPA), the U.K. Bribery Act, and the Sunshine Act
can seem overwhelming. Constantly changing international sanctions can also pose
a challenge. Violating these laws comes with significant potential consequences
for your business, including hefty fines and damage to your company's
reputation, which can be hard to reverse. AppZen’s AI-powered Spend Audit
platform can help your team stay out of hot water by flagging transactions with
foreign officials, healthcare professionals, and other sanctioned and
politically-exposed people or entities so you can make sure you stay compliant,
avoid fees and other punishments, and protect your company’s reputation.
To find out more about how finance AI can improve your spend audit process,
check out the Spend Audit Data Sheet.
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