Current Fraud Landscape

The digital transformation of business processes has introduced new opportunities and challenges in expense management. The recent availability of AI-generated and digitally altered imagery has expanded the toolkit available to potential fraudsters, but it's important to understand the practical limitations and actual risk levels.

• AI-generated receipts require significant technical effort
• Most fraud attempts remain low-tech and easily detectable
• Advanced forensic tools can identify sophisticated attempts
• Cost-benefit analysis favors prevention over detection

Understanding Expenses: Beyond the Imagery

Examining a receipt alone isn't sufficient; it demands context around the expense, including patterns and the time of day. Even AI sometimes fails to recognize these nuances. Interestingly, AI that generates a fake receipt may not even realize it's not real. Therefore, we must look beyond just fake receipts and consider multiple aspects to gain a clearer understanding.

OCR Extraction & Normalization

DATABASICS employs advanced OCR technology that provides robust receipt processing capabilities:

• Reads receipts in any orientation or condition
• Normalizes data formats for consistent processing
• Extracts key data: merchant, amount, date, taxes, currency
• Handles multiple languages and international formats

Receipt Match Logic

DATABASICS leverages advanced OCR technology to automatically extract key receipt details including date, vendor, amount, and currency, then matches them with corresponding expense entries.

User Experience Improvements

User experience improvements are evident through several key features:

• Error prevention: Auto-filled fields reduce user errors and improve accuracy
• Minimized data entry: OCR technology automatically populates expense fields
• Real-time feedback: Immediately flags issues, reducing approval delays

The Audit Module

Let’s review the steps of implementing a process to automate expense reporting and establishing policies:

DATABASICS's Audit Module provides comprehensive oversight capabilities with intelligent AI assistance:

• Condition-based audits triggered by specific criteria
• Duplicate detection across all expense reports
• Missing receipt reports and compliance tracking
• Custom rules for flagging expenses based on policies
• Advanced pattern recognition identifies anomalies
• Reports with amounts exceeding thresholds
• Users with unusually high rejection rates
• Duplicate attendees or meals across reports

DBee AI Assistant

DBee AI Assistant offers you the ability to pose your questions in simple English, allowing you to gain valuable insights from your expense data.

• Natural Language Queries: Ask questions in plain English to get insights from expense data
• Data Insights: Analyze patterns to identify trends and optimization opportunities
• 24/7 Availability: Round-the-clock support for time tracking and expense queries

DATABASICS API Capabilities

If you already have an in-house or outsourced detection source, you can utilize our APIs to obtain the necessary data. You can easily extract receipts and information, which can then be flagged.

• Receipt images, OCR data, and metadata fully accessible
• Audit flags and validation results available in real-time
• Support for internal analytics teams and custom reporting
• Webhook notifications for immediate response to flagged items

Partner Integrations

For organizations that need advanced forensic capabilities, DATABASICS collaborates with the leading fraud detection expert, Resistant AI. Our integration provides you with clear, actionable verdicts rather than ambiguous "risk scores."

What can you do with a 68% risk versus an 82% risk score? Eliminate the confusion and gain a straightforward understanding of your risk levels:

Cost-Benefit Analysis

When evaluating fraud detection investments, maintain perspective on actual risks:

• Transaction Size Matters: Analyzing small transactions may not justify sophisticated detection costs
• Reality Check: Creating convincing AI receipts requires significant effort
• Industry Context: Major competitors are also using third-party vendors
• Risk Profile: Investment should align with actual exposure

Prepaid Controlled-Spend Cards

To reduce risk, eliminate cash misuse, and improve expense visibility, implement prepaid, limited-value cards like the DATABASICS Visa® Commercial Card or the DATABASICS Visa® Prepaid Card:

• Controlled Spending Limits: Funds capped at predefined amounts, preventing overspending
• Category Restrictions: Cards limited to approved merchant types (fuel, meals, travel)
• Real-Time Monitoring: Every transaction logged immediately for better oversight
• Cash Elimination: Removes risks of cash advances and untraceable spending
• Better Compliance: Ensures purchases align with policy and audit requirements
• Simplified Reconciliation: Automated matching reduces manual work and errors