Touchless Expenses
Mobile Application
Embedded Files
INDUSTRY: Enterprise SaaS
COMPANY: Oracle, ERP
YEAR: 2023-25
ROLE: UX Design Director
Overview
Touchless Expenses reimagines the traditional expense reporting process into a fully automated, AI-driven experience embedded within Oracle Fusion Cloud ERP. The initiative leverages embedded services and agentic automation to eliminate manual entry, improve policy compliance, and accelerate reimbursement—delivering a truly “touchless” finance operation.
Situation
Corporate Expenses Challenge
Spenders
Manual and time-consuming tasks
Lost receipts and forgotten expenses
Delayed reimbursements
Approvers & Auditors
Lack of visibility
Rick of fraud
Poor budget control
Tasks
Goals
Auto-create Expenses
Generate complete expense entries instantly from corporate card charges using AI
Smart Receipt Matching
Use AI-driven receipt capture and matching to eliminate manual uploads
Guided Compliance
Notify users only when actions are required, ensuring effortless policy adherence
Fast reimbursement
Auto-submit verified expenses for approval to speed up payment cycles
Action
Delivered a nearly Touchless Expenses Experience
5 rounds of internal pilots from 26 to 723 JPM cardholders
26K
Expense items auto-submitted
(75% of total)
77%
Overall expense matching rate
(Taxi/Rideshare: 100%, Meals: 75%, Accommodation: 40%)
80%
User satisfaction based on surveys
Monitoring the user activities and paths along the internal pilots
Spenders' Expenses Automation Workflow through Corporate Card
Expenses auto-creation using corporate card
Expenses created manually
When expenses don't match or match incorrectly with the corporate card data (15%), spenders can manually merge/unmerge the expenses.
Iterations
Expenses Landing Page Improvements
Combine Expenses landing page with Search page features
Learned Spenders' concerns about the non-standard placement of Search and Add Expense
The current Expenses Listing page is view-only and Spenders have to navigate to a Search page to find specific items for bulk actions (such as assigning to different cost center).
Proposed combining the Expenses Landing page with Search page to create a streamlined experience aligning with Redwood design system and integrating Smart Search and Ask Oracle's Gen AI.
Expenses Landing
Search Page
New Expenses Landing
Combine Expenses landing page with Search page features
Bring “Add Expense” to the landing page from the bottom navigation
Improve bottom nav spacing and surface other key page
Policy Agent
Provide out-of-policy reasoning tailored to the user’s role and current location
Offer a more user-friendly alternative to scanning FAQs and policy documents
Expense Item Page -
Flight class out of policy
Policy Agent -
Provide reasoning
Expenses Agent
Enable batch receipt upload through email forwarding
Improve receipt matching to 95%+ accuracy (from 77%) including foreign languages, handwriting, and tips
Email a receipt photo with handwriting and tips
Email batch receipt photos to the Expenses Agent
Expenses Agent
Auto-itemized expenses to distinguish between personal and business spends
Improved personal charge identification and accommodation accuracy (from 40%)
Clearly distinguish between personal and corporate card expenses in itemization summary
Forward a email receipt of accommodation
Expense breakdown for business and personal
Learning
PWA Barrier
PWA (mobile) usage is less than 20% due to burdensome authentication.
To enhance touchless experience, leadership decided to expand email covering more use cases instead of PWA.
PWA Authentication
Next Steps
Complete Expense Workflow
Expend workflow to Approve, Audit, and Pay
Apply Expenses and Policy Agents across workflow
Team’s weekly expenses email for Approvers (managers)
Expense Audit Landing -
Leveraging Expenses Agent to identify the risks of expenses
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