AI Expenses Automation Demo

This project demonstrates an AI-powered expense reporting solution using Google Sheets integrated with Gemini.

It addresses manual, error-prone expense processes by automatically parsing, structuring, categorizing, and justifying raw expense notes. The system flags missing or ambiguous data and exports clean records for financial systems.

The solution is cost-effective and user-friendly, with planned enhancements including policy validation, Power BI integration, and mobile support.

The Problem

A company currently faces a time-consuming and error-prone process when handling expense reporting. Manual entry leads to:

Inconsistent categorization of expenses
Incomplete or unclear expense justifications
Missing information going undetected
Inefficient formatting requiring further manual cleanup
Increased effort for managers and finance teams to review

Rationale

We prioritized reducing workload and improving accuracy while keeping costs low.

CostUse AI only where it adds value to avoid unnecessary expense.

Ease of UseMust be user-friendly and intuitive for non-technical staff.

StabilityReliable performance to avoid business disruption.

Using Google Sheets with Gemini provides a cost-effective, familiar, and stable solution. It integrates easily with App Scripts and minimizes infrastructure costs.

How It Works

User Input: Enters notes through a popup, stored in a “Raw Data” sheet.
AI Parsing: Gemini transforms notes into structured records (date, amount, merchant, category, justification).
AI Categorization: Uses a category list to classify expenses and flag incomplete entries.
Record Insertion: Saves results in an “Expenses Record” sheet for further processing.

Technical Details

Model: gemini-2.5-flash
Temp: 0.7

System Prompt:

Structure the following expense notes into this array of arrays... [Flag, Date, Item, Amount, Currency, Merchant, Category, Justification].
If a value cannot be inferred, leave it blank.

Supporting Utilities

✓ Export all records to CSV
✓ Delta Export (prevent duplicates)
✓ Financial Reports by Category/Vendor
✓ Bulk Status Verification

Why It Works

➜ Drastically reduces manual data entry
➜ Improves accuracy and consistency
➜ Flags data quality issues early
➜ Centralized AI usage improves security

Future Roadmap

Policy compliance validation
Power BI integration
Automated accounting exports
Mobile App integration
Approval routing workflows
Multi-currency conversion

Just a moment

We're getting things ready for you.

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