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Receipts in, money back.

Staff, board members and speakers snap their receipts while travelling. AI reads amount, VAT and shop and books the G/L account and cost centre. Accounting checks, the director approves, the treasurer releases one payment run, and it all lands in your ERP.

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Opens as Jonas Brandt, who travels for the society · sample data, nothing is charged

kostaras.digital/demo/expenses
Expenses dashboard with claims to check, approval flow and spend per month
What it does

Expenses & receipts, in short.

Snap and forget

A photo right after paying, an upload or an e-mail forward. The paper can go in the bin.

AI books it

Amount, VAT, currency and shop read from the receipt, G/L account and cost centre suggested. Every correction becomes a rule.

Clear approvals

Accounting checks, the director approves with one tap, the treasurer releases. Nobody approves their own claim.

Straight to the ERP

One bank file for the payment run, journal entries with the receipt attached, or a CSV your auditor opens in Excel.

See it in the demo

Real screens, sample data.

Everything below is clickable in the live demo. Nothing is charged and nothing is sent.

A receipt read in a second

Take the photo and watch the fields fill in. The AI says how sure it is and why it chose the account, and flags what policy needs, like guest names for a dinner.

  • Receipts in any currency, converted to EUR
  • Policy checks: hotel and meal limits, duplicates
  • Mileage without a receipt
Open this screen in the demo ↗as Jonas Brandt
kostaras.digital/demo/expenses/scan
A receipt read in a second

One payment run, four eyes

Approved claims wait for the treasurer. Select, release, and download one bank file for e-banking. Checked, approved and released by three different people.

  • ISO 20022 payment file (pain.001)
  • Bank confirmation marks claims as paid
  • Reports by cost centre, person and trip
Open this screen in the demo ↗as Prof. Erik Nyström
kostaras.digital/demo/expenses
One payment run, four eyes
How we set it up

Live in weeks, not months.

  1. 01Map your policy

    Limits, who approves what, which cost centres and accounts.

  2. 02Connect the ERP

    Accounts and cost centres come from your finance system.

  3. 03Invite people

    Staff, board and speakers get a link, no training needed.

  4. 04Go live

    First claims in the same week, rules improve as you go.

Standalone or connected to your CRMSingle sign-onCard & invoice paymentsHosted in EuropeGDPR & nDSGYour brand, your domain
Questions

Good to know.

Which ERP systems work?

Business Central, SAP Business One, Abacus, Bexio, Xero and DATEV by file. Others through CSV or the API.

Is the AI allowed to decide?

No, it only suggests. Accounting confirms every claim, and each change is logged.

Can speakers and board members use it?

Yes, with a simple link. They only see their own claims and get paid to their bank account.

Try it yourself

Click through it before we talk.

The demo runs a made-up society with sample data. Switch between the member, organiser, partner, group and finance views with the settings button.

Open the demo ↗Get in touch
Works together

The rest of Society Suite.

Member portalRegistration, membership and profile in one account.Congress registrationTickets, member rates, payment and badge in 3 steps.Abstracts & reviewSubmission, blind review, scoring and decisions.Programme builderProposals, committee votes, faculty and the schedule.Partner portalSponsorship catalogue, booth booking and delivery.Group registrationAgencies and companies register delegates in bulk.Back officeLive numbers, registrations, pricing and members.Member directoryMembers find colleagues, co-authors and speakers.

See everything in the live demo ↗ · All products