Use Claude or Codex to draft expense requests, route approvals, create reimbursements, and review the audit trail in Sanka.
Last updated: May 29, 2026
This guide shows how to use Claude or Codex connected to Sanka to move an employee expense through draft -> approval -> reimbursement -> accounting review. Start by asking AI to prepare the expense draft, then confirm the receipt, amount, category, approver, and payment details before anything is reimbursed.
Claude/Codex
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Can you submit these two receipts as expenses? Please create expense drafts first, categorize each receipt, and do not submit them yet.
Preparing expense drafts in SankaI prepared two expense drafts from the attached receipts. Please review the amount, tax, category, requester, department, approver, and any missing information before submission.
Ask for another check...
Before you start
Check that you have the following ready.
Claude or Codex is connected to Sanka
The employee, department, project, and approver rules are available in Sanka
Receipts or invoice files are ready to attach
Your team has expense categories, tax treatment, and reimbursement rules defined
You have permission to create expenses, approve requests, and record payments
Open a new chat in Claude or Codex and ask it to prepare an expense request from the receipt details. Keep the first request as a draft so you can review it before submission.
Sample prompt
/sanka I attached two receipt files. Can you submit these as expenses? Please create expense drafts first, categorize each receipt, and do not submit them yet. Show me the amount, tax, requester, department, approver, duplicate candidates, and missing information before creating the final requests.
Ask the AI to flag anything that should be reviewed before the expense is submitted:
Missing or unreadable receipts
Amount, currency, tax, or date mismatches
Duplicate expenses with the same employee, vendor, date, or amount
Categories that require a different approver
Expenses that should be paid by company card instead of reimbursement
Review the request
After the draft is prepared, review the expense in Sanka before submitting it.Check these details:
Requester, department, project, and cost center
Receipt attachment and receipt date
Category, tax treatment, currency, and amount
Business purpose and vendor name
Duplicate candidates or policy warnings
Approver and approval route
If the receipt or category is unclear, ask the AI to explain what it read and which fields need manual confirmation.
Sample prompt
/sanka Review this expense draft before submission. Check whether the receipt matches the entered amount and date, whether a similar expense already exists, and whether the selected approver is correct. Do not submit it yet.
Route approval
Once the request is correct, submit it for approval. Approval routing can use the amount, category, department, project, or company policy.Common routing examples:
Small expenses go to the direct manager
Larger expenses go to the department head and finance
Missing receipts stay pending until the requester adds the file
Client entertainment or travel expenses require extra review
Use a prompt like this when you want AI to summarize the approval path before submission:
Sample prompt
/sanka Show the approval route for this expense before I submit it. Explain who will approve it, why that route applies, and whether any receipt or policy issue blocks submission.
Create reimbursement
After approval, create the reimbursement or payment record according to your team's payment rule. Review the bank transfer, payroll, or company card handling before marking the expense as paid.
Sample prompt
/sanka This approved expense is ready for reimbursement. Prepare a reimbursement draft and show the employee, amount, payment method, scheduled payment date, and linked expense. Do not mark it as paid yet.
Before confirming reimbursement, check:
The approved amount and reimbursed amount match
The payment method is correct
The payment date follows your finance schedule
The expense is linked to the reimbursement record
The status changes from approved to reimbursed only after payment is complete
Checkpoints
Use Sanka logs and tables to review AI-prepared drafts, submissions, approvals, reimbursements, and accounting exports. Logs help finance teams see who changed what and when.
You can also confirm requester, status, amount, receipt, approver, and reimbursement details from the expense table.
Should AI submit or reimburse expenses automatically?
Start with drafts and review steps. Submission, approval, and reimbursement affect employee payments and accounting, so a person should confirm the request before the status changes.
What if the receipt cannot be read?
Ask the AI to list the fields it could not verify, then update the draft manually or request a clearer receipt from the employee before submission.
How do I monitor pending reimbursements?
Use the expense table and dashboard widgets to track pending approvals, unreimbursed approved expenses, company card usage, and reimbursement aging by department.
