Automate expense report and project matching
Every month, your teams spend a full day reconciling expense reports across multiple sources and allocating them to the right projects. This process is automatable.
The problem
In a services company, monthly expense report reconciliation takes a full day on average: aggregating expense reports from Pennylane, Excel exports, PDFs received by email, mapping them to the relevant projects and consultants, then pushing lines into invoice drafts. Allocation errors delay billing and create disputes.
What Tie-Out does
- Aggregation of expense sources (Pennylane API, Excel, PDF, email)
- Automatic NDF / project / consultant mapping via reconciliation agent
- Human validation only on ambiguous lines (< 10% in general)
- Automated push of reconciled lines into Pennylane drafts
Observed results
- 1 full day recovered per month
- Invoice drafts populated automatically
- Human review concentrated on exceptions
Frequently asked questions
Does it work if expense reports arrive in multiple formats?
Yes. The engine ingests heterogeneous sources: Pennylane via API, Excel and CSV files, scanned or native PDFs, and emails with attachments. Mapping is done by the reconciliation agent, not manually.
What happens for lines the engine cannot allocate?
Ambiguous lines — less than 10% in general after calibration — are presented for human validation with available context. The human validates or corrects, and the engine learns from these corrections for subsequent months.
Do you need to use Pennylane to benefit from this automation?
No. Pennylane is the most common billing tool in our scope, but the engine can push to other tools (Sage, QuickBooks, Cegid) or into a structured export if your accountant works differently.
What is the cost?
This type of mission (audit + implementation) is generally billed between €15,000 and €30,000 depending on the number of sources and the complexity of mapping rules. 12-month maintenance represents 20% of the total cost.