Context

In many organizations, the expense reimbursement process remains manual, fragmented, and dependent on email chains and spreadsheets. Employees are often uncertain about reimbursement policies or how to properly submit claims — leading to delays, miscommunication, and unnecessary follow-ups. Traditional finance systems often lack the conversational flow and clarity today’s workforce expects, making expense management tedious and disconnected.

Solution

The ExpenseMate Copilot Agent is a low-code, conversational reimbursement assistant built using Microsoft Copilot Studio, Power Automate, and Dataverse. It enables employees to: submit expense claims, track the status of submitted requests ,ask policy-related questions using structured data and AI— all within a smart, natural language interface. The agent stores submitted expense data in a Dataverse table, processes attachments like bill images or PDFs, and automatically notifies managers via Outlook. It also uses a combination of structured Dataverse policy rules and a connected Word document as a knowledge source to handle FAQ-style queries about company reimbursement policies. The result is a guided, role-aware experience with adaptive flows, real-time logic, and seamless backend integration — without relying on traditional ticketing systems or custom-built forms.

Impact

The ExpenseMate Agent transforms finance operations by turning expense handling into a modern, conversational experience. It dramatically reduces manual follow-ups, streamlines data capture, and provides real-time visibility into claim statuses and policy rules. Built entirely on Microsoft’s secure, low-code infrastructure, ExpenseMate offers a scalable and intelligent solution that improves compliance, reduces processing time, and enhances the overall employee experience — all without needing custom applications or legacy finance tools.