Use cases / Expense & vendor approvals
High-volume, policy-driven, low-trust-ceiling decisions. DelegateZero handles them on your behalf - automatically, within your hard limits, with a full audit trail.
The scenario
Every day: expense reports, vendor invoices, tool subscriptions, contractor invoices, budget exceptions. Most of them are straightforward. A few of them aren't. All of them are waiting on you.
You've already made the decision that should govern most of these. Your expense policy covers 80% of cases. Your vendor rules cover another 15%. The remaining 5% actually need your attention. The problem is you're manually reviewing all 100% to find the 5%.
DelegateZero inverts the workflow. It handles the 95% automatically, flags the 5%, and gives you a clear escalation reason when it does.
Meals, travel, software, equipment - evaluated against your policy. Approved automatically when within bounds. Flagged when something doesn't fit - not silently denied, not silently approved.
Invoice amounts, vendor history, budget category, and anomaly detection. DelegateZero catches when an invoice is higher than usual, when a vendor is new, or when the category doesn't match prior approvals from the same source.
Someone wants to spend outside the allocated budget. DelegateZero evaluates the business case, the requester's history, and your exception policy - and either approves, declines, or escalates with a recommendation.
How it works
Your expense policy becomes the non-negotiable constraint. Dollar thresholds, category rules, pre-approval requirements, and vendor whitelist/blacklist. DelegateZero never crosses these without explicit escalation.
Memory catches what policies don't: patterns. If an employee has submitted three unusually high meal expenses this month, Memory surfaces the pattern even if each one is individually within policy. If a vendor's invoices are trending upward without a corresponding scope change, Memory flags it.
Each vendor entity carries their history - prior invoices, dispute history, relationship notes, contract terms. A new invoice from a vendor you've flagged for overbilling looks different than one from a vendor you've worked with for two years.
The expense you approved even though it was over limit, the vendor invoice you declined even though it was within budget. These precedents calibrate DelegateZero's judgment on edge cases that policies don't cleanly resolve.
Ready to clear your approval queue?
Load your expense rules as a Policy. Add your vendor entities. Set your approval threshold. Most approval workflows are running automatically within a week.
