TraveliT provides travel booking and expense management solutions. Their
website and mobile application allows users to make bookings for flights,
cars, accommodation etc. and facilitates the logging and tracking of all
TraveliT employs roughly 300 employees to handle the auditing of expense
claims submitted to them through their platforms. Each document submitted
with an expense claim needs to be manually categorised and assessed
manually. To keep up with their growing customer base, TraveliT felt the
need to supplement their processes with a digital solution and alleviate the
mounting pressure on their auditing staff.
Their goal was to incorporate a scanning solution into their auditing process
that would automatically categorise and analyse each document submitted
through their expense claim platform.
DotModus was chosen to assist TraveliT in achieving this goal.
Speed up a document categorising and auditing process
Implement a machine learning backed optical character recognition solution
A scalable, robust document scanning system saving countless man hours
CLAIMED AND CATEGORISED
Users submit photographs of their receipts or invoices through TraveliT
application/website as part of their expense claim procedure. Each uploaded
photo is stored in Cloud Storage and the data extraction process begins.
AutoML analyses each submitted image and determines if it is a photo of a
receipt, an invoice or something else. Anything the system can’t identify
will be checked manually by one of TraveliT’s staff. AutoML also checks the
database for any existing versions of the provided photo. If an existing
image is found, it is flagged as a duplicate. Duplicate images usually arise
from employees within the same company making claims for the same expense,
so they are particularly important to monitor.
ML BACKED EXTRACTION
The system then commences with the relevant extraction process for each type
of document. Each image is run through Vision API which uses Optical
Character Recognition (OCR) to convert the text found therein to
machine-readable data. Rule based logic is setup to spot relevant
words/fields such as “Supplier” or “Total” and extract the values associated
A company can also request that invoices or receipts containing specific
words or phrases are flagged. For example, if a supporting document is found
to contain wording that does not fit the company’s expense claims policy
(e.g. “Proforma Invoice” or “tequila”) then that document can be flagged for
investigation by an auditor at a later stage.
SAVING WITH EXPENSES
Approximately 2,000 claims are processed daily through the Travelit system,
with new customers being loaded daily. TraveliT can rest easy knowing that
meeting the demands of their growing user base is merely a case of scaling
up their infrastructure, and not doubling their workforce. The solution has
greatly increased productivity and freed up man hours across the board at