A large healthcare advisory and analytics firm needed stronger control across approximately 400 expense reports and 14,000 expense lines each month. ARDEM created a managed T&E audit workflow using the client’s handbook and Expensify records for 100% line-level review, receipt matching, discrepancy follow-up, unresolved-expense treatment, weekly reporting, and policy-threshold feedback.
MANAGED T&E AUDIT WORKFLOW CASE STUDY
Strengthening T&E Control Across 14,000 Monthly Expense Lines Through a Managed Audit Workflow
14,000
Lines/month
400
Reports/month
100%
Line-level audit
Weekly
Reporting visibility
Overview
A large healthcare advisory and analytics firm needed stronger control over a recurring travel and expense workflow covering approximately 400 employee expense reports and 14,000 expense lines each month. The workflow affected reimbursement consistency, policy compliance, spend visibility, and the amount of accounting capacity available for higher-value finance work.
The Challenge
The client did not have a formal audit process that consistently connected expense categories, handbook rules, receipt documentation, employee clarification, and management reporting. Line-by-line review was time-intensive, and limited visibility made it difficult to understand where discrepancies, unsupported expenses, and policy gaps were recurring.
Without a formal recurring audit process, finance had limited assurance that every expense was consistently reviewed against the correct category rule and matched to appropriate documentation. The monthly volume made informal review difficult to sustain and increased the risk that receipt gaps, policy exceptions, and inconsistent reimbursement treatment would remain unresolved.
The ARDEM Solution
ARDEM established a managed T&E audit operating model using the client’s expense handbook and Expensify environment as the control foundation. The workflow provided 100% line-level audit coverage, receipt matching, discrepancy follow-up, support for unresolved expense treatment, weekly reporting and charts, and recommendations for policy thresholds that required refinement.
ARDEM structured the engagement as a recurring finance-control workflow from expense intake through line-level audit, receipt validation, discrepancy resolution, weekly reporting, and policy feedback. The model applied the client’s existing handbook and Expensify records inside a defined operating cadence.
Download the Full
Managed T&E Audit
Case Study
Managed T&E Audit
Case Study
For CFOs, Controllers, VP Finance leaders, AP leaders, shared-services executives, T&E policy owners, internal audit teams, and compliance leaders managing recurring expense review.
"*" indicates required fields
Why ARDEM
Approximately 400 reports and 14,000 lines entered one recurring audit workflow.
Each line was evaluated against the correct reimbursement guideline.
Every expense line was reviewed rather than sampled.
Expensify receipts supported evidence matching and discrepancy follow-up.
Reports and charts provided high-level and item-level insight.
Recurring audit patterns generated threshold recommendations for client review.Managed Workflow Diagram
The Results
ARDEM completed 100% audit coverage across approximately 400 expense reports and 14,000 expense lines each month. The managed workflow applied category-specific policy rules, matched expenses to Expensify receipts, created a defined path for discrepancy clarification and unsupported expense treatment, and provided weekly reports and charts with both high-level and item-level visibility. Recurring audit patterns also informed policy-threshold recommendations while the client retained ownership of the travel and expense handbook.
The Receipt Review Was Only the Visible Problem
The Larger Risk Was Inconsistent Policy Application Across 14,000 Monthly Expense Lines
The client needed more than receipt matching. Different expense categories carried different reimbursement rules, and every discrepancy required evidence, clarification, and documented follow-through.
Relying on high-value accounting staff for line-by-line review consumed finance capacity, while Expensify alone could not interpret handbook rules or manage recurring exception patterns.
The operating model needed full audit coverage, consistent policy application, employee follow-up, unresolved-expense treatment, weekly reporting, and a feedback loop for future handbook refinement.
ARDEM created a managed T&E audit workflow around monthly queue control, category-specific policy review, 100% line-level audit, Expensify receipt matching, discrepancy clarification, unresolved-expense treatment, weekly reporting, and policy-threshold recommendations. The client retained ownership of policy decisions while ARDEM managed recurring execution.
1
Monthly Intake Control
Organized approximately 400 reports and 14,000 lines for audit.
2
Policy and Category Review
Applied category-specific reimbursement rules from the client handbook.
3
100% Line-Level Audit
Reviewed every expense line and matched it to Expensify receipts.
4
Discrepancy Clarification
Requested employee clarification and additional supporting documents.
5
Unsupported Expense Treatment
Supported the defined next-month process for unresolved items.
6
Weekly Reporting and Policy Feedback
Provided recurring visibility and recommendations for client policy review.
What You’ll See in the Full PDF
The full case study explains:
- How 400 monthly reports and 14,000 expense lines were organized into a recurring audit queue
- How category-specific handbook rules were applied consistently
- How each expense line was matched to supporting receipts in Expensify
- How discrepant items triggered employee clarification and document requests
- How unresolved expenses followed a defined treatment path
- How weekly reports and recurring patterns informed policy-threshold recommendations
Is T&E Review Consistent Across Every Expense Line?
Download the case study to see how a managed audit workflow can connect policy application, receipt matching, discrepancy follow-up, weekly visibility, and policy improvement.