Streamline your Expense Management with Paynest

Managing expenses doesn’t have to feel like navigating a maze of receipts, spreadsheets, and outdated systems. For finance and admin teams already juggling massive workloads, Paynest’s Expense Management solution is here to bring simplicity and precision to your processes. By combining cutting-edge AI technology and seamless workflows, we’re taking the frustration out of expense management and putting control back in your hands.

Smarter Submissions with OCR and AI

Gone are the days of manual data entry and missed details. Paynest leverages advanced OCR (Optical Character Recognition) technology to scan and process receipts in seconds. Whether it’s a paper receipt or a PDF invoice, the system extracts key details—such as TIN, vendor name, date, and total amount—with pinpoint accuracy.

For global teams, the system is equally powerful. Our OCR is designed to handle invoices in multiple formats and languages, ensuring compliance with local tax regulations, including mandatory QR Code reading for Portuguese authorities.

Moreover, Paynest’s AI-powered tools go beyond basic scanning, identifying potential errors or missing data before submissions even reach the approval stage. The result? Faster, error-free submissions with minimal back-and-forth.

Policy Compliance on Autopilot

Policy violations can cause unnecessary delays and headaches. Paynest ensures every submission adheres to your company’s guidelines. The system automatically flags expenses that exceed set limits or fall outside policy, giving admins and approvers peace of mind.

Whether it’s travel expenses, meal allowances, or per-kilometre rates, you’re in control of the rules, and Paynest’s system ensures they’re followed.

Accurate Travel Reports with Google Maps Integration

Tracking travel expenses can be a time-consuming process, but Paynest simplifies it with seamless Google Maps integration. Employees can create accurate travel reports by inputting start and end locations, with the system automatically calculating distances and costs based on your company’s default or customized per-kilometre rates.

This eliminates guesswork, ensures compliance with travel policies, and reduces the risk of over- or under-reporting travel expenses, making submissions faster, more reliable, and easier to review.

Approvals Made Effortless

Approvals no longer have to wait for someone to log in to a computer or sift through emails. Paynest brings in-app approval functionality, allowing line managers and other approvers to validate their team’s expenses directly from their smartphones.

No dashboards or laptop access required—managers can review, approve, or request clarification with just a few taps, keeping the process moving without bottlenecks.

Visibility and Insights for Employers

On the employer side, the Paynest Dashboard offers real-time insights into company spending patterns as they happen. Customizable expense reports allow finance teams to break down costs according to the organization’s structure, ensuring every penny is accounted for. The platform also generates automatic mileage reports with employee digital signatures, keeping compliance with local laws—like the dematerialization and electronic processing law (DL 28/2019) in Portugal—effortlessly managed.

For seamless integration, Paynest works with your existing HR software, ensuring employee data flows smoothly between systems. This reduces duplication of effort and keeps your team focused on what matters most.

Why Paynest?

Paynest isn’t just an expense tool—it’s a smarter way to manage your company’s spending. With AI-driven accuracy, Google Maps-powered travel reports, an intuitive approval system, and real-time insights, finance and admin teams can finally leave the heavy lifting behind and focus on higher-value tasks.

Experience the future of expense management and empower your business with efficiency, accuracy, and complete financial control.

Ready to transform the way you manage expenses? Try Paynest today.

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