What are OFX AI Workflows?

OFX AI Workflows are intelligent features built into the OFX platform. They help reduce manual work across expenses, bills, approvals, and risk checks.

Instead of replacing your finance team, AI Workflows act like an extra set of hands. They can extract information, compare it with your settings and policies, and surface suggestions so your team can make faster, more consistent decisions.

Examples include:

• Document Processor — reads bills, receipts, and expense documents, then pre-fills key details for review.

• Detector — checks bills, transactions, and beneficiaries for potential risks, such as duplicate bills or unusual activity.

• Policy Enforcer — reviews expenses against your company policy and suggests whether an approver may want to approve, reject, or review the item.

How AI Workflows help your finance team

AI Workflows are designed to make everyday finance tasks simpler. They help by:

• Saving time — reducing manual data entry and repetitive checks.

• Improving consistency — applying the same rules and checks each time.

• Supporting better visibility — showing what was checked, what was found, and why something may need attention.

• Helping reduce risk — flagging issues like missing information, potential duplicate bills, or policy exceptions.

• Keeping people in control — giving your team the final say before anything important moves forward.

How AI Workflows work

Each AI Workflow is built for a specific job, but they follow a similar pattern.

1. The workflow reads the available information. This may include an uploaded document, bill details, expense information, supplier rules, transaction data, or your company policy.

2. It compares that information with your settings and rules. For example, Document Processor can use supplier rules, while Policy Enforcer can use the policy learnings extracted from your uploaded expense policy.

3. It returns a result for your team to review. The result might be pre-filled fields, a risk flag, a suggested action, or a short explanation.

4. Your team reviews and acts. You can accept, edit, investigate, approve, or reject based on your own process.

This keeps the workflow practical: AI does the heavy lifting, and your team makes the decision.

Examples of OFX AI Workflows

Document Processor

Document Processor helps with bills, receipts, and expense documents. When you upload a document, it can extract information such as:

• Amount and currency

• Transaction date

• Merchant or supplier name

• Tax information

• Expense or bill category

• Tracking categories

• Line items for invoices

It can also map details to your account setup, including tax rates, internal categories, tracking categories, and accounting integrations such as Xero or QuickBooks.

You can review and edit the pre-filled details before saving. For bills, supplier rules can also override AI-filled values when you want a specific supplier handled in a consistent way.

Detector

Detector helps identify items that may need a closer look. It can analyse bills, transactions, and beneficiaries for potential risks such as duplicate bills, suspicious patterns, or unusual activity.

When Detector finds a potential issue, it can show details such as the issue type, risk level, bill information, invoice number, due date, and a link back to the relevant bill.

This helps your team prioritise review. For example, a potential duplicate bill can be flagged before it becomes a duplicate payment.

Policy Enforcer

Policy Enforcer helps approvers review expenses against your company’s expense policy. Once your policy has been uploaded and the learnings have been reviewed, Policy Enforcer can assess submitted expenses and provide a suggestion.

A suggestion may be:

• Approve — the expense appears to align with the policy.

• Reject — the expense appears to fall outside the policy.

• Review required — the expense needs a human review because something is unclear or missing.

Policy Enforcer is a guide only. Approvers always make the final decision.

Where AI Workflows are confident — and where they need your help

AI Workflows usually work best when the information is clear and complete.

They are more likely to be useful when:

• Documents are readable and complete.

• Expense and bill details are filled in clearly.

• Your company policies include specific limits, rules, and exceptions.

• Supplier rules and categories are kept up to date.

• Your team reviews and corrects AI-filled information where needed.

They may be less certain when:

• A receipt or invoice is blurry, incomplete, or missing.

• A policy uses broad wording such as “reasonable” without clear guidance.

• An item falls into a grey area, such as a new supplier, unusual amount, or unclear business purpose.

• Important context is missing from the expense, bill, or policy.

You stay in control

AI Workflows are designed to support your team, not replace it.

You can:

• Review and edit pre-filled fields from Document Processor.

• Investigate Detector flags before deciding what to do next.

• Accept or override Policy Enforcer suggestions.

• Add notes to explain your decision.

• Update settings, supplier rules, and policy learnings over time.

Your finance team keeps the final say. AI Workflows help bring the right information forward so decisions are easier to make and easier to explain.

How to get better results

A few small habits can make AI Workflows more useful.

• Keep documents clear. Upload readable receipts, invoices, and policy documents.

• Use simple policy wording. Clear limits, examples, and exceptions help Policy Enforcer provide better suggestions.

• Review extracted learnings. Check that your policy learnings match the rules your business wants to apply.

• Keep supplier rules current. Use supplier rules when a supplier should always use a specific account code, tax treatment, budget, or tracking category.

• Check AI-filled information. Review pre-filled fields before saving expenses or bills.

• Add helpful notes. Notes give approvers and reviewers context the AI may not have.

Privacy, fairness, and responsible use

AI Workflows use the information needed to perform the task, such as document details, expense data, bill information, supplier settings, and policy rules. For more information about how OFX handles personal information, see the OFX Privacy Policy.

OFX designs AI Workflows to support responsible use. That means keeping the purpose clear, giving users control, and making results easy to review. AI suggestions should not be treated as legal, tax, accounting, or financial advice.

If you are unsure about a result, review the source information and follow your internal process. You can also speak with the relevant person in your business before taking action.

FAQs

Responsible use reminder

AI Workflows are here to help you move faster with more confidence. They may still get things wrong. Always review the result, use your judgement, and follow your company’s approval and review process.