Check every expense claim against the policy before you approve it
Claude reads the period's claims and receipts, puts every line in one sheet, and checks it against your expense policy: limits, missing receipts, duplicates.
Safe versionFinanceWhen you need it
Set it up4 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Once for the whole company: your Microsoft admin approves Claude's Microsoft 365 connector and turns on its write tools, so Claude can save drafts and files. If connecting asks for an admin's approval, this is still to do: send them this step.
- Put your expense policy in a OneDrive folder called Expense claims, and save each claim there under its claim number, without the person's name, ID number or bank details, with its receipts.
- Connect Microsoft 365 under CustomizeConnectors, for OneDrive and SharePoint.
- When the period's claims are in, paste the prompt into Cowork. Approve or reject them yourself, as you always do.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Read the claims and receipts in my "Expense claims" folder, and our expense policy in that folder.
- Taken out by a company rule: 1. Put every claim line into an "Expense check" sheet in the same folder: claim number, employee, date, category, amount, currency, and whether a receipt is attached.1. Put every claim line into an "Expense check" sheet in the same folder: claim number, date, category, amount, currency, and whether a receipt is attached. Refer to every claim by its claim number only. Never write a person's name, ID number or bank details: if a claim or receipt still shows them, ignore them and never repeat them.safe version
- 2. Check each line against the policy: over the limit for its category, no receipt, the same receipt claimed twice, a date outside the period, or a category the policy does not cover.
- 3. Give me one list of the claims that are fine and one of the claims with a question, each with the policy line it breaks.
- Do not approve or reject anything. Mark any receipt you cannot read instead of guessing the amount.
- Company rule: never put employee records into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- Employee recordsKept out
- Safe version. Works from claim numbers, from claims saved without names, ID numbers and bank details. Any still on a receipt are ignored, never repeated.
What you get
One sheet with every claim line, and a list of the claims with a question, each with the policy line it breaks.
Learn how
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence