Vishnu S NairDEVELOPER & IT CONSULTANT

PROJECT OVERVIEW / AI-assisted expense processing

Accounting AI Workflow

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From a receipt shared in Telegram to a structured expense record: AI extracts payment details, the workflow checks the submission and replies with a confirmation or a request for review.

Project
AI-assisted expense workflow
Audience
Staff submitting expenses & administrators
Technology
Accounting AI Workflow · Telegram · OpenAI · PHP · MySQL
AI workflow connecting Telegram intake, receipt extraction, validation, record saving and replies
Workflow overview. The examples below are edited illustrations with consistent sample data; personal and payment identifiers have been replaced.

THE PROJECT

A receipt in.
A structured record out.

This AI workflow connects Telegram submissions with SIDACC’s expense records. A staff member sends a payment screenshot with a short caption. The workflow normalises the request, checks approved names and purposes, and uses AI to extract payment information from the receipt.

The extracted details are prepared for the accounting backend, with the original evidence retained alongside the record. Telegram replies confirm the result and provide a reference for checking status or requesting corrections. Recovery checks and failure replies help keep an uncertain save from being presented as a confirmed success.

THE WORKFLOW IN PRACTICE

From submission
to saved record.

Illustrative examples with matching sample data. Personal details and payment identifiers have been replaced.

01 / Receipt submission

A receipt and short caption provide the starting information. Names, payment identifiers, amount and dates shown here are illustrative.

02 / Confirmation reply

The confirmation summarises the saved information and offers status and correction commands. This response was edited to match the sample submission.

03 / Saved expense record

The corresponding record brings the payment fields, original evidence and caption together for administrative review. All displayed private details have been replaced.

Image preview

WHAT IT BRINGS TOGETHER

The moving parts.
One connected experience.

01

Telegram intake & receipt extraction

Receive a screenshot and caption, identify the request and extract payment details into a structured format using AI.

02

Validation & review

Check approved names and purposes, prepare the backend request and route information needing clarification for review.

03

Records, evidence & corrections

Save expense information with its supporting receipt, then use a record reference for status checks and field corrections.

04

Replies & recovery

Return a confirmation or processing-status reply. Recovery checks and failure handling account for requests whose outcome needs verification.

THE USER JOURNEY

A simple way
to understand the flow.

  1. 01

    Submit

    Share a receipt screenshot and a short expense caption through Telegram.

  2. 02

    Extract & check

    AI reads the payment details; the workflow checks and prepares the information for the backend.

  3. 03

    Save & reply

    Save the record with its evidence and reply with a reference for follow-up or corrections.

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