Automated Expense & Reconciliation System for a Corporate Finance Team

Challenges

A mid-sized financial services company struggled with manual expense tracking and reconciliation, leading to:

Frequent human errors and delayed monthly closing.
Lack of transparency in approvals and audit logs.
Difficulty scaling the process as the company grew.

They needed automation to eliminate manual spreadsheets and create a compliance-ready workflow.

Customer Background

The client provides corporate advisory and tax consulting services. Their internal finance team processed hundreds of expense claims monthly, but manual operations slowed down audits, reporting, and financial accuracy.

SOLUTION

Groove Technology developed a custom automated expense and reconciliation system:

Built OCR-powered receipt scanning to automatically extract and categorize expenses.

Created multi-level approval workflows with detailed audit trails.

Designed a centralized finance dashboard for reconciliation, reporting, and anomaly detection.

Integrated directly with the client's accounting system (Xero/QuickBooks).

TECHSTACKS

RESULTS

Monthly closing time cut from 7 days to 2 days.

95% reduction in manual data entry, thanks to OCR automation.

Full audit readiness, with searchable logs and traceable workflows.

Increased accuracy and better visibility for the finance team.

CONCLUSION

Automation transformed the client’s internal finance operations. With fewer manual tasks and stronger compliance, the team can now focus on higher-value financial analysis and business insight.