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From Receipt to Reimbursement,
With Every Claim Checked.

Capture expenses from a photograph, apply your policies, flag fake or duplicate bills, route only what needs approval,
and settle approved reimbursements through payroll or a separate payment run.

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Take the Manual Work Out of Reimbursements

Aeonox Reimbursements turns the process into a connected workflow: capture the receipt, extract the claim details, apply policy, detect fraud, route approvals, reconcile advances and settle the approved amount.

Employees spend less time entering claims. Approvers see what actually needs their attention. Finance gets a clearer view of spend, outstanding claims and advances before the month closes.

600+

Clients worldwide

25+ years

Operating payroll and HR for enterprises

375,000+

Payslips processed monthly for a single enterprise

34+

Countries of operational
presence

Capabilities

Model the Shifts You Actually Run

Capabilities

Capture the Claim From the Receipt

Employees photograph the receipt and Aeonox extracts the relevant information: merchant, date, amount, tax and category to create the claim. It reads the receipts employees submit: faded thermal strips, handwritten bills, angled photographs and GST invoices. 

Claims can be raised as expenses occur rather than reconstructed at the end of the month.

Capabilities

Catch Fake, Duplicate and Altered Bills

Aeonox AI flags potential issues such as the same bill being submitted twice, altered amounts or dates, and bills with details that do not match a real merchant. Each flag includes the reason for review, helping approvers understand what needs attention. AI flags suspicious claims; the approver makes the decision on whether to approve or reject them.

Capabilities

Apply Your Policy to Every Claim

Aeonox checks each claim against the rules that apply to it: limits, categories, grade entitlements, city-class variations, per-day caps, required documents, cost centres and other configured policies.

Claims that meet policy requirements continue through the process. Exceptions are surfaced with the reason attached, such as an amount exceeding a limit, a missing document or a category that is not permitted.

Capabilities

Route Only What Needs a Decision

Claims can be routed according to amount, category, cost centre, project or approval hierarchy. Approvers can review the claim, receipt and policy position together and approve from their mobile. 

Capabilities

Reconcile Advances Against Actual Spend

Employees may receive money before travelling or undertaking an assignment. Aeonox maintains the advance as a live balance against the trip or claim, so that Finance can see outstanding balances by employee, department and age. Any amount still payable to the employee or recoverable from them remains visible rather than becoming a month-end reconciliation exercise.

Capabilities

Apply Tax Rules and Settle Reimbursements

Apply the appropriate tax treatment to each reimbursement component, distinguishing taxable and exempt reimbursementsaccording to configured rules. This can cover categories such as Leave Travel Allowance (LTA), fuel and telephone expenses, and flexible benefit plan components, where applicable.

Approved reimbursements can be settled through payroll or a separate payment run, depending on the organisation’s process. 

Capabilities

Give Finance a Clear View of Spend

Finance gets a current view of expenses rather than reconstructing the position at month end.
Track submitted, approved and unpaid claims, along with outstanding advances, by category, employee, department, project, cost centre or entity. Approved claims can also be posted to the organisation’s accounting system, such as SAP or Oracle.

Bring Us Your Messiest Expense Claims

Capture every claim, apply your policy consistently, reconcile advances and settle approved reimbursements with a clear record from receipt to payment.

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FAQs

01 How does Aeonox capture expense claims?

Employees can photograph receipts and Aeonox extracts relevant information such as the merchant, date, amount, tax and category to create the claim.

Yes. Expense rules such as limits, categories, grade entitlements, city-class variations, required documents, cost centres and other configured conditions can be applied to claims before approval.

Yes. Advances can be maintained as a balance against subsequent claims, allowing actual expenses to be reconciled against the amount paid in advance.

Yes. Approved reimbursements can be settled through payroll or a separate payment run, depending on the organisation’s configured process and applicable tax treatment.

Finance can view claims and advances by employee, category, department, project, cost centre or entity, along with their approval and settlement status and the supporting record behind each payment.

Aeonox AI flags potential issues such as duplicate submissions, altered amounts or dates, and bills with details that do not match a real merchant. Each flag includes a reason so the approver can review the issue and decide whether to approve or reject the claim. AI flags potential issues; the final decision remains with the approver.

Aeonox helps employees submit mileage and per diem claims against the organisation’s configured policies, with applicable limits and approval workflows.