About this Guide

Welcome to Expenses Agent Detailed Adoption Guidance. This guide provides a structured framework for enabling, configuring, validating, and maintaining Expenses Agent across both new and existing environments.

It organizes the activities required to successfully adopt Expenses Agent into a logical sequence: foundational preconditions, functional configurations, security provisioning, technical index dependencies, advanced AI capabilities, and ongoing maintenance.

By following this guide, you will be able to:

• Understand Expenses Agent capabilities: Learn the core architecture, including AI-powered document parsing, corporate card matching, and conversational expense processing.
• Prepare the environment: Configure required profile options, business unit prerequisites, and user account dependencies before enabling Expenses Agent.
• Configure features and security:
  • Complete required feature opt-ins and verify business unit readiness.
  • Configure user access using custom roles or updated abstract security roles.
  • Deploy required data infrastructure, including descriptive flexfields (DFFs) and search indexes.
• Enable advanced capabilities:
  • Configure AI-powered email receipt processing and natural language policy inquiries through AI Agent Studio.
  • Enable multi-attachment receipt processing.
  • Enable Progressive Web App (PWA) access for mobile users.
• Validate and maintain the deployment:
  • Perform pilot testing with a limited group of users and redirected notifications.
  • Validate end-to-end receipt ingestion and automated weekly expense submission.
  • Diagnose operational issues using troubleshooting workflows and maintenance checklists.