Your best reps fix their own expenses. AP never plays bad cop.
Phyto Nex AI audits every client dinner per head, chases missing receipts and asks reps politely in Slack. AP just approves the drafts.
Direct message
Approved by AP, 9:14amPhyto Nex AI for Finance
Hi Marcus, nice work getting the Northbeam team to dinner. The Del Frisco's check comes to $214.10 per guest, above the $125 client dinner cap in T&E policy 6.1. Pick whichever is easiest:
Choose a response to see how the flag resolves.
Entertainment volume, audited per guest
Sales teams generate more dinners than AP can read. Change the cap or the attendee count and watch Phyto Nex AI recompute per-head, deductibility and the drafted note.
Per-head cap in your policy
Northbeam renewal dinner
$214.10 per guest
- Check total
- $1,284.60
- Alcohol
- $512.00
- Over cap
- $534.60
- Tax deductible
- $375.00
Draft to Marcus: "The Del Frisco's Double Eagle check is $214.10 per guest, above the $125 cap. Add the attendee list and VP approval, or mark $534.60 personal."
Receipt chasing that runs without AP
Missing receipts are the single most common reason a sales report bounces. The ladder below runs automatically for every card transaction.
Built to protect the relationship
From the policy, not from Marcus in AP
Every message comes from Phyto Nex AI on behalf of Finance and cites the handbook clause.
Reps argue with people. They rarely argue with section 6.1. The AP manager who used to send the email is no longer the face of the rule.
94%
of flags resolved by employees without AP stepping in
40+
prebuilt rules, including per-head caps and attendee thresholds
Quiet hours and deal-aware timing
Messages hold during the last three business days of the quarter for quota-carrying reps, unless the amount is over your escalation threshold.
No public shaming
Flags go by direct message only. Repeat patterns go to the manager privately, never to a channel.
Substantiation rules for client entertainment
What the IRS expects for every client meal, and where Phyto Nex AI captures it.
| Requirement | Source | How Phyto Nex AI captures it |
|---|---|---|
| Amount, time and place of each expenditure | IRC § 274(d); Treas. Reg. § 1.274-5T(b)(2) | Line-item OCR on the itemized check, matched to card transaction |
| Business purpose | IRC § 274(d) | Captured from the report or requested in Slack with a single prompt |
| Business relationship of attendees | IRC § 274(d) | Attendee list required above a configurable threshold, linked to CRM account |
| Meals 50% deductible, entertainment 0% | IRC § 274(a), (k), (n) as amended by TCJA | Per-line classification synced to separate GL accounts |
| Substantiate within 60 days, return excess within 120 days | Treas. Reg. § 1.62-2(g)(2) safe harbor | Aging tracker with nudges before each deadline |
Questions from sales and AP leaders
Messages are written to sound like a helpful colleague, not compliance. They cite the specific policy clause, acknowledge the business context and offer a one-click fix. Reps resolve most flags in under a minute in Slack without opening the expense tool, and nothing goes out until AP approves the draft.
Yes. Role-based policy tiers let you set a higher per-head cap for VP-hosted dinners or for strategic accounts, and route exceptions to the right approver. The rule stays consistent; the limit reflects the role.
It reads attendee lists from the expense report when reps add them, extracts cover counts printed on many itemized checks, and asks the rep in Slack when neither is present. Per-head is recalculated as soon as attendees are confirmed.
Yes. Under the TCJA changes to IRC § 274, business meals with clients are generally 50% deductible and entertainment such as sporting events or concerts is 0% deductible. Phyto Nex AI tags each line accordingly and syncs the classification to your GL.
The escalation ladder is configurable. A typical setup nudges on day 2, copies the manager on day 5 and moves the item to an AP exception queue on day 10. Accountable Plan substantiation windows are tracked so nothing ages out silently.
Stop playing expense police. Put policy enforcement on autopilot.
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