Xpense - AI Expense and Corporate Travel Management

Xpense manages the whole employee spend cycle - travel request, flight booking, expense capture, policy check, approval, advances, claim coding and GST input credit - for organisations that want travel and expense in one system rather than two that reconcile monthly.

Paper receipts in field envelopes. Claims typed into spreadsheets. Travel booked outside policy and argued about afterwards. Approvals chased over chat. Card reconciliation in Excel. Month-end reconciliation between a booking tool, a claims tool and the ERP.

Flights are booked in-platform, with in-policy fares filtered by the traveller's grade and city class and the full ticket lifecycle in one screen - fare rules, seat, meal and baggage, ticketing, cancellation and reissue. Book on behalf of a colleague and their own policy and budget apply, not yours. The traveller's company GSTIN goes to the airline, so input credit is claimable on the fare. Domestic hotels (India, INR) are in supplier certification; rail, bus and car legs are handled as trip requests rather than bookings.

A master wallet with per-tenant virtual wallets, so travel is funded centrally and drawn down per entity. Configurable markup per tenant applied automatically to booked travel, automated tenant invoicing against wallet activity, GST input-credit reconciliation, and low-balance alerts before a booking fails.

Hybrid receipt OCR with line-level extraction - photograph, forward or bulk-upload receipts and the merchant, line items, tax, currency and date are extracted, then auto-categorised against policy and GL mapping. Distance-based vehicle reimbursement at configurable per-km rates by vehicle type. Per-diem, petty cash and travel advances in the same app. Native iOS and Android apps, live on both stores. Field teams can submit and check claims over WhatsApp.

Configurable policies by grade, entity, country and trip type with effective-date control. Multi-level, value-based approval with automatic delegation when an approver is away, bulk approval for routine compliant claims from a phone, exception flagging with policy and claim history side by side, and escalation SLAs that notify skip-level approvers.

Claims are coded against live SAP master data - cost centre, WBS, profitability segment and GL - and prepared as FI documents for Finance to post. Automated FI posting is in development. Tax extraction for GST, HSN and TDS is validated against master data, and GST input credit is tracked to the claim line and reported for your ITC filing. A Tally export is available for non-SAP finance. Dashboards cover spend by category, entity, cost centre and grade, policy exception rates and cost per trip. Xpense tracks input-credit eligibility; it does not provide tax advice.

A partner-issued RuPay prepaid card programme, with the spend controls in Xpense. Cards are issued by Eroute Technologies (OmniCard), an RBI-authorised PPI issuer; AeonX provides the expense integration and controls at programme, tenant and card scope - limits, MCC sets, ATM and UPI toggles. This is a single-tenant pilot: the expense-side integration is built and validated in sandbox, and live transaction flow has not started. Available for pilot on request.

Duplicate Verification flags likely repeat claims with the matching receipt shown alongside. Smart Approver assigns a risk tier to each claim and shows the policy and history behind it. Every AI output is advisory - nothing is approved, posted or paid without a human action, extracted amounts are traced back to the source document, and every run is logged against the claim it touched. An MCP server exposes 32 tools so your own agents can work with Xpense under the same permissions as the UI.

Licensed per named user for the contract term. Each seat includes 1,000 AI units, about 200 documents; AI capture beyond that allowance is metered per document processed, with plans, usage alerts and caps.

Delivered as a managed service on AWS in your preferred region. AeonX is certified to ISO/IEC 27001, ISO 9001 and ISO/IEC 20000-1, with PCI DSS and ISO/IEC 42001 in progress; the platform runs on AWS infrastructure audited under SOC 1, SOC 2 and SOC 3. AES-256 at rest, TLS 1.3 in transit, SSO, per-tenant database isolation - each tenant in its own database, not a shared schema - and immutable audit logs. Nothing trains public models.

Subscribe and your workspace is provisioned automatically. A 30-minute onboarding session covers policy, approval hierarchy and accounting mapping. Most customers capture expenses in the first week; travel desk and SAP coding go live within three to four weeks.