In many software products, AI is mainly a label on the box. We look at it differently: AI only becomes valuable when it takes over work nobody enjoys — retyping, searching and clicking through screens. In this blog, we show where AI already works in our platform today, and where we are heading next.
Scan a receipt, populate the fields
To make expense claims as simple as possible, our Expense Manager includes an AI-powered receipt scanner. The employee takes a photo of a receipt or uploads a PDF, and AI reads the document: supplier, date, amount, VAT percentage and currency are recognized and automatically entered into the correct fields of the claim.
The employee only needs to check the result and submit. That saves time and reduces errors: no swapped amounts, no forgotten VAT and no claims bouncing back because a field was left empty.
The AI scanner in Expense Manager: a photo of the receipt, fields filled automatically, and the employee only needs to check.
Ask the chatbot — and start the process immediately
The second place where AI makes a difference is our own AI chatbot. Employees can ask questions about their employment conditions in plain language: “How much parental leave do I have?”, “How does my travel allowance work?”, “When can I take leave?”
The chatbot searches the employment conditions and policies that apply to that specific employee — not a generic answer from the internet, but an answer that fits their situation and collective labour agreement.
And the best part: the chatbot does not stop at the answer. If the question is about something the employee can request, the chatbot immediately offers a link to start the corresponding process in our Process Manager. From question to request in one conversation.
From question to request: the chatbot answers based on the employee’s own employment conditions and immediately offers a link to the process in Process Manager.
Our AI agent will connect with SAP Joule
Many of our customers work with SAP SuccessFactors, and therefore with Joule: SAP’s AI copilot. Employees increasingly ask their questions there — in the environment where they already work.
That is why we are working on connecting our AI chatbot as an agent to the Joule agent. When an employee asks Joule a question related to our domains — employment conditions, documents, expense claims or processes — Joule can call our agent. That agent provides the answer, or immediately offers the employee the right process link in our Process Manager.
For the employee, it feels like one assistant. Under the hood, two specialized agents work together: Joule knows the SAP landscape, while our agent knows the organization’s employment conditions, documents and processes.
In development: SAP’s Joule agent calls our agent and returns the answer or process link directly to the employee.
AI, but safe by design
Using AI in HR software means working with personal data — and we do not take that lightly. Security and data privacy are not an afterthought for us, but the starting point for every AI feature. In practice, this means employee data is only used to answer that employee’s question or process that employee’s claim, and never to train AI models. The chatbot only shows information the employee is entitled to see, based on roles and permissions in the platform.
That is how we combine the convenience of AI with the care you should expect from HR software — fully in line with GDPR.
Why we take this approach
Our AI strategy is deliberately practical. We do not build AI just to say we have AI; we apply it in three places where it demonstrably saves work:
Less retyping. The receipt scanner removes manual data entry from the expense process. Less searching. The chatbot gives employees direct answers to questions they would otherwise email HR about or look up in a handbook. Less clicking. The connection between chatbot and Process Manager — and soon between Joule and our agent — brings the answer and the action together in one place.
The result: employees get help faster, and HR spends less time on repeated questions and corrections.
Want to see how it works?
We would be happy to show the receipt scanner and AI chatbot in a short demo — using your own employment conditions as an example. Contact your account manager or schedule a demo through our website.
