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AI error-detection cut accounting’s workload by fixing flawed expense reports before approval.

1. Issue: Rework caused by errors in expense reports

As a manufacturer and distributor of industrial machinery, we regularly process employee expense reports for business travel and on-site assignments. The process involves an employee submitting a report, which is then reviewed and approved by their manager before being processed for payment by the accounting department.

However, due to busy schedules and other reasons, it was found that managers were often approving these reports without reviewing them thoroughly.

As a result, incomplete applications—lacking attached invoices or containing incorrect transaction dates—were being passed on to the accounting department.

This forced accounting staff to spend extra time verifying the details of each report, which ultimately caused payment delays.

2. Solution: Use AI to proactively detect errors in expense reports

To address this issue, the process owner incorporated an “AI Agent Process” and an “Automatic Report Generation Process” into the workflow.

When an expense report is submitted, a report is automatically generated based on its contents. Next, the AI analyzes the report to check for errors such as missing invoices or incorrect transaction dates. If any inconsistencies are found, the AI identifies the specific error and its reason, and this flagged report is then passed on to the manager for their approval.

This new system ensures that any flaws in the expense reports are visible before they ever reach the accounting department.

Pre-correcting errors in applications significantly reduced the time accounting staff spent reviewing and returning reports.

Before

View details of the workflow diagram

1.Expense Reporting

Employee submits an expense report.

2.Boss Approval

The submitted proposal is subject to approval or denial by the boss.

3.Payment

Payment approval or rejection will be processed by the Accounting Department.

After

View details of the workflow diagram

1.Expense Reporting

Employee submits an expense report.

x1.Generate Expense Report

Based on the first report, a report is automatically generated in the specified format.

x2.Detect Report Errors by AI

Based on the x1 expense report, the AI detects and highlights any discrepancies according to the instructions.

2.Boss Approval

The submitted proposal is subject to approval or denial by the boss.

3.Payment

Payment approval or rejection will be processed by the Accounting Department.

3. Customers Case Study

Honda Motor Co., Ltd.

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Subaru Corporation

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ABeam Systems Ltd.

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4. Other Business Applications

We will enable AI-based reviews for the following tasks:

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AI instant replies added to IT inquiry workflow reduce delays and employee anxiety.

1. Issue: Dissatisfaction with Delayed Responses

The Information Systems Department is responsible for our internal IT infrastructure, including PCs, networks, and servers. The 20-person staff handles a large volume of daily inquiries from employees.

Inquiries are submitted via a web form, and an automatic acknowledgment email containing an incident ID (a management number for each inquiry) is sent immediately after submission. The number of inquiries per person has been increasing, with over 50 a day on some occasions. This has led to noticeable delays in responses.

Furthermore, with only an incident ID in the acknowledgment email, employees were becoming anxious and concerned that their inquiries were being ignored.

2. Solution: Instant AI-Powered Responses

To address this, the process owner added an “AI Instant Response” step to the existing workflow. An AI now provides an automated response immediately after an inquiry is received.

The acknowledgement email, which previously only contained the incident ID, now includes an initial response generated by the AI. This provides employees with hints and a potential course of action based on past knowledge right after they submit their inquiry.

Provides immediate reassurance by showing employees their inquiry is being addressed right away, reducing anxiety.

Before

View details of the workflow diagram

Inquiry Input [FORM]

The requester inputs the details of their inquiry into a form.

Inquiry Received

They receive a notification that an inquiry has been submitted.

Leading to a Solution & Preparing Draft Verbal Response

After gathering relevant information, the AI automatically generates a list of potential solutions and a draft of the response.

1. Enter First Response

The internal help desk staff member enters the initial response.

Status: Noise

If “Noise” is selected in step 1, the case status will be set to “Noise.”

Status: Completed

If “Final Response” is selected in step 1, the case status will be set to “Completed.”

Status: In Secondary Response

If “Reply & Secondary Response” is selected in step 1, the case status is set to “Secondary Response in Progress.”

First Response (Final)

The requester receives the initial response by email, and the process is complete.

First Response (Provisional)

The requester receives the initial response by email, and the process is complete.

2. Enter Second Response or Estimated Completion Date

The technical support representative enters the secondary response, or if the investigation will take time, they enter the estimated completion date.

Status: Completed

If “Secondary Response” is selected in step 2, the case status is set to “Completed.”

Status: Secondary Response in Progress (Estimated Date Entered)

When “Secondary Response” is selected in step 2, the case status is set to “Secondary Response in Progress (Estimated Date Entered).”

Second Response (Final)

The requester receives the secondary response by email, and the process is complete.

Notification of Estimated Completion Date

You will receive an email with the estimated completion date.

2b. Enter Second Response Text

The technical support representative enters the secondary response.

Second Response (Final)

The requester receives the secondary response by email, and the process is complete.

After

View details of the workflow diagram

Inquiry Input [FORM]

The requester inputs the details of their inquiry into a form.

AI Instant Response

AI automatically performs the initial response.

Inquiry Received

They receive a notification that an inquiry has been submitted.

Leading to a Solution & Preparing Draft Verbal Response

After gathering relevant information, the AI automatically generates a list of potential solutions and a draft of the response.

1. Enter First Response

The internal help desk staff member enters the initial response.

Status: Noise

If “Noise” is selected in step 1, the case status will be set to “Noise.”

Status: Completed

If “Final Response” is selected in step 1, the case status will be set to “Completed.”

Status: In Secondary Response

If “Reply & Secondary Response” is selected in step 1, the case status is set to “Secondary Response in Progress.”

First Response (Final)

The requester receives the initial response by email, and the process is complete.

First Response (Provisional)

The requester receives the initial response by email, and the process is complete.

2. Enter Second Response or Estimated Completion Date

The technical support representative enters the secondary response, or if the investigation will take time, they enter the estimated completion date.

Status: Completed

If “Secondary Response” is selected in step 2, the case status is set to “Completed.”

Status: Secondary Response in Progress (Estimated Date Entered)

When “Secondary Response” is selected in step 2, the case status is set to “Secondary Response in Progress (Estimated Date Entered).”

Second Response (Final)

The requester receives the secondary response by email, and the process is complete.

Notification of Estimated Completion Date

You will receive an email with the estimated completion date.

2b. Enter Second Response Text

The technical support representative enters the secondary response.

Second Response (Final)

The requester receives the secondary response by email, and the process is complete.

3. Customers Case Study

Honda Motor Co., Ltd.

Used for Company-wide Approval Flows such as general affairs applications, training recepti…

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Toho Gas Network Co., Ltd. (Negotiation and Design Section)

500 Applications Per Month Completely Digitized! Reduced Labour and Eliminated Printing and…

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Subaru Corporation

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4. Other Business Applications

We will enable AI-based reviews for the following tasks:

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Instant withdrawal notifications stop staff from responding to canceled inquiries, reducing wasted effort.

1. Issue: Effort to create responses is wasted

The in-house IT help desk of the company accepts IT-related inquiries from employees via a web form and handles 20 to 30 inquiries per day.

This form has a function that allows users to withdraw their inquiries themselves. However, the system does not notify the help desk staff that an inquiry has been withdrawn. As a result, there were cases where the staff continued working on creating a response without realizing that the inquiry had been withdrawn.

This resulted in unnecessary work being done, which led to a decline in the efficiency of the entire business.

2. Solution: Withdrawal Notifications Shared Instantly

To solve this problem, the process owner added a notification feature to the workflow.

Specifically, when an inquiry is withdrawn, all staff members are automatically notified by email. The notification includes the subject and ID of the inquiry, as well as the date and time of withdrawal, so staff members can immediately understand the details of the cancellation.

This allows staff to immediately see when an ongoing case is no longer necessary, allowing them to stop working on it quickly and move on to the next case.

Withdrawal notifications reduce wasted effort by preventing the creation of unnecessary responses.

Before

View details of the workflow diagram

Inquiry Input

An employee submits an inquiry to the internal help desk.

AI Response

An AI provides the initial response.

Notification of Receipt

A notification of receipt is automatically sent to the employee.

Inquiry Withdrawn

The inquiry content is withdrawn.

Terminate End Event

All processes are forcefully terminated.

After

View details of the workflow diagram

Inquiry Input

An employee submits an inquiry to the internal help desk.

AI Response

An AI provides the initial response.

Notification of Receipt

A notification of receipt is automatically sent to the employee.

Inquiry Withdrawn

The inquiry content is withdrawn.

Withdrawal Notification

A withdrawal notification is automatically sent to the help desk staff.

Terminate End Event

All processes are forcefully terminated.

3. Customers Case Study

Honda Motor Co., Ltd.

Used for Company-wide Approval Flows such as general affairs applications, training recepti…

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Toho Gas Network Co., Ltd. (Negotiation and Design Section)

500 Applications Per Month Completely Digitized! Reduced Labour and Eliminated Printing and…

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MITSUBISHI PENCIL CO., LTD.

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4. Other Business Applications

We will enable AI-based reviews for the following tasks:

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