Expense claim automation

Expense claims that arrive ready for approval.

Employees submit the receipt and details once. Groot sends the claim to the right reviewers and creates the journal entry after final approval.

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Your team stays in control of approvals and accounting handoff.

01
Submit
Receipt and expense details
02
Check
Duplicates and policy rules
03
Route
Manager or named approval policy
04
Approve
Clear history and corrections
05
Account
Journal entry created in Groot
SQL Account and AutoCount sync or export

Where expense claims get stuck

Claims slow down when details or decisions are missing.

Missing details and unclear approval paths send claims back and forth.

Are receipts still arriving in chat?

Complete claims from one receipt photo.

Finance gets a complete, review-ready claim with the receipt and audit trail attached. Employees snap a photo, and Groot fills in the details and flags possible duplicates.

Auto-filled detailsDuplicate flagsReceipt and audit trail

Fewer incomplete claims and less follow-up for Finance.

Product demo

Receipt to claim

Do routine claims wait in the same queue as higher-value spend?

Give every claim the right level of attention.

Routine claims can follow a lighter path. Larger or unusual spend reaches the people who need to decide, with the receipt and checks in view.

Rules by amount, category or departmentUp to three stepsReturn and resubmit with reasons

Routine claims keep moving, and larger spend gets the right review.

Meals under RM 200Employee manager One step

Travel over RM 5,000Manager Finance CFO Three steps

Operations equipmentDepartment head, then Finance Policy matched

Does Finance still rebuild the entry after approval?

Turn approved claims into journal entries automatically.

After final approval, Groot creates the journal entry and keeps it linked to the receipt, approval history and reimbursement. Keep the entry in Groot or send it to your accounting software.

Accounting in GrootSQL Account and AutoCountDirect sync or export

Finance does not rebuild the same claim after approval.

Final approvalClaim EC-1082 approved

Journal entryCreated automatically after approval

Accounting in GrootSQL Account or AutoCount

Direct sync or export depends on setup

ReimbursementIncluded in payment run RB-0042

Receipt, approval history, journal entry and payment stay linked

Malaysia merchant e-InvoiceBeta

Still sending employees back to merchant portals?

Submit the receipt once. Groot handles the e-Invoice request.

For supported Malaysian merchants, Groot follows the receipt link, fills in your company's buyer details, submits the request and matches the validated e-Invoice back to the original claim.

Employees submit once. Finance gets the receipt and e-Invoice together.

Read the Malaysia employee expense e-Invoice guideSupported merchant portals only. A PIN, OTP or other manual step may still need the employee.LHDN guidance says employees should request e-Invoices in their employer's name where possible. The current implementation timeline generally exempts taxpayers below RM1 million in annual turnover or revenue.

Find the merchant form

Read the QR code or request link.

Fill the buyer details

Use your saved company information.

Submit and track

Follow the request until the e-Invoice arrives.

Match it to the claim

Attach the validated e-Invoice automatically.

Groot Agent

Find the claims that need attention.

Create a claim from a receipt, check the approval queue or find late claims. Groot Agent answers from live records and asks before it changes anything.

Groot Agent

Connected to Groot Finance

Product example

You

Create a claim from this receipt.

Reading the receipt

Groot Agent

I found RM 86.40 at Kopi Kita. Review the draft before I create the claim.

Draft claimMeals, RM 86.40Confirmation required

You

Which claims are waiting on me?

Checking your approval queue

Groot Agent

Two claims need your approval. One has a possible duplicate to check first.

Flagged1 possible duplicateOpen the claim

You

Are any approvals late?

Checking late approvals

Groot Agent

One claim has been waiting for four days. I can open it for review.

Late approval4 days waitingReview the claim

LarkBeta

Submit and approve claims from Lark.

Send a receipt, review the claim and act on approval cards in Lark. Groot keeps the finance record.

Start with one workflow

Try a real claim with your approval route.

See how a receipt becomes an approved journal entry without Finance rebuilding it.

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