Snap a receipt, submit a claim, get reimbursed with your next salary with policy checks automatic, GST captured, approvals routed intelligently and payroll updated without any manual work.
Every step of the T&E lifecycle in one system — submission, policy check, approval, GST tagging, payroll push, and analytics.
Employees submit expenses from their phone — snap a receipt, select category, add a note, and submit. No spreadsheets, no paper forms, no emailing receipts to finance.
Our OCR engine reads any receipt — printed, handwritten, digital invoice, or e-bill — and auto-fills vendor name, amount, date, and GST number. Zero manual data entry.
Every expense is validated against your spend policies before the employee even submits — category limits, grade-based entitlements, preferred vendors, and approval thresholds enforced in real time.
Configure approval chains by claim amount, category, or employee grade. Managers approve via email, app, or WhatsApp — with full context and one-tap decisions.
Approved expenses automatically flow into payroll as reimbursement line items — employees see the amount on their payslip without any separate bank transfer or delay.
Finance and HR leaders get live dashboards on T&E spend by employee, department, category, and project — with budget vs actuals, policy violation trends, and GST ITC summaries.
Pre-configured expense categories aligned to common Indian business travel and operational spend each with GST input credit tracking and configurable policy limits.
Flight and train bookings economy / business class limits per grade, preferred booking platforms, advance booking incentives.
Individual meals, team lunches, and client entertainment daily meal caps, weekend restrictions, attendee limits for client dinners.
Hotel stays with per-night caps by city tier Metro, Tier 1, Tier 2, Tier 3 cities each have different entitlements.
Cab receipts (Ola / Uber auto-imported), own vehicle mileage at per-km rate, fuel bills, auto and local transport claims.
Mobile bills, internet top-ups, roaming charges, courier and postage claims with monthly caps per employee grade.
Business development meals, gifting, client events mandatory attendee details, purpose, client name, and Director approval above threshold.
OPD bills, medicines, health check-ups within annual medical reimbursement limits Section 17(2) perquisite rules auto-applied.
Office supplies, subscriptions, training, visa fees, conference registrations create any spend category with custom limits, receipts, and approval rules.
From advance management to final reimbursement we run the entire travel and expense function: policy setup, system configuration, ongoing management, and payroll integration.
End-to-end expense lifecycle — mobile submission, OCR scanning, policy validation, multi-level approval, payroll-integrated reimbursement, and audit-ready reporting.
Manage travel advances end-to-end — employee requests, finance approval, disbursement tracking, expense reconciliation, and outstanding recovery through payroll.
Own vehicle mileage at configurable per-km rates, fuel bill uploads, and GPS-tracked route verification for field teams.
Daily allowance management with city-tier-based rates, outstation eligibility rules, and auto-calculation based on travel dates.
Automatic extraction of GST details from all receipts — IGST, CGST, SGST split — with monthly ITC summary report ready for CA and GST filing.
Link corporate cards auto-import transactions, match to expense categories, flag unclaimed or unapproved spends, and reconcile with statements.
Configure rules once. The system enforces them on every single claim before submission, not after. Employees know their limits upfront, managers don't spend time policing overspend.
Set per-claim or per-day maximum amounts for each expense category flights, hotels, meals, local travel, entertainment, and more.
Different rules for different employee grades VPs travel business class, Managers economy, Staff get per-diem. All configured and enforced automatically.
Different daily allowances and hotel caps for Metro (Mumbai, Delhi, Bangalore), Tier 1, Tier 2, and Tier 3 cities auto-applied based on destination.
Weekend and public holiday expenses require additional justification. Late-night meal claims above threshold need manager explanation. All configurable.
Mandate preferred booking platforms for flights and hotels. Flag or block out-of-policy vendors. Track spend with negotiated vendors for volume benefits.
Automatic deduction of outstanding advances from new reimbursements. Submission deadline for reconciliation. Excess advance returned to payroll.
| Capability | Email / Excel | Basic HR Tool | Hemiton Global T&E |
|---|---|---|---|
| Receipt submission | Email attachments, lost in inbox | Upload portal | Mobile snap + AI OCR auto-fill |
| OCR / auto-data extraction | — | — | Vendor, amount, date, GST auto-read |
| Real-time policy enforcement | — | Post-submission check only | Checked before submission — instant alert |
| GST ITC capture | Manual, often missed | Partial / manual entry | 100% auto from receipt OCR |
| Payroll reimbursement integration | — | Manual data entry to payroll | Zero-touch auto-push to payroll |
| Advance management & recovery | Spreadsheet, leakage common | Basic tracking | Full lifecycle — request to auto-recovery |
| Multi-level approval + WhatsApp | Email chains, no audit trail | Basic 1-level | Multi-level, WhatsApp, auto-escalation |
| Duplicate receipt detection | — | — | AI duplicate check on every submission |
| Analytics & spend visibility | Manual pivot tables | Basic reports | Real-time dashboards, 50+ reports |
Employees don’t wait 30+ days for reimbursement. Approved expenses are pushed to payroll at cutoff and paid with salary no separate transfer, no chasing finance.
OCR reads the receipt. Policy checks itself. Approval routes automatically. Payroll gets the data without anyone typing a number. Finance goes from 3 days of month-end work to 30 minutes.
Every GST-eligible expense is tagged automatically with GSTIN, CGST/SGST/IGST split, and HSN code. Monthly ITC report ready for your CA with zero effort from your team.
Your T&E policy doesn’t live in a PDF nobody reads. It’s enforced in real time employees can’t submit out-of-policy expenses without justification and the right approval chain.
Outstanding travel advances are tracked, aged, and auto-deducted from payroll if not reconciled on time. No more following up with employees for receipts 3 months later.
Integrates with Asanify, Keka, Greythr, Zoho, SAP, or our own payroll system. Reimbursement data auto-pushed, payslip auto-updated. No re-entry, no reconciliation.
VP People Operations · US SaaS Company → India expansion · 50 engineers in 6 months
“We’d spent four months trying to hire engineers in India — entities, lawyers, CA firms, all of it. Hemiton onboarded our first three in eleven days. Our account manager knew our business, our comp bands, and our compliance concerns before the first payroll ran. It didn’t feel like a vendor relationship. It felt like an extension of our team.”
VP People Operations · TechCorp APAC
GB → AE UAE expansion · 12 employees
SG→ VN Vietnam expansion · 8 employees
Indian T&E is complex GST across categories, per-diem rules from different tax circulars, Section 17(2) perquisite limits, and city-tier allowances. We’ve built a system that handles all of it natively, not with workarounds.
GST ITC captured automatically from every eligible receipt
Average reimbursement time same payroll run as salary
Six steps from expense incurred to money in the employee’s bank account all automated, all tracked, with zero manual handoffs.
Employee photographs receipt on mobile app. OCR auto-fills all details.
System validates against limits, grade entitlements, duplicate check, GST tagging.
Claim routed to correct approver based on amount, category, and grade rules.
One-tap approval via app, email, or WhatsApp. Comments and queries in-thread.
Approved claims auto-pushed to payroll at cutoff. Advance deducted if applicable.
Employee receives reimbursement with salary — on payslip, no separate transfer.
Our AI-powered OCR engine processes receipt images from the mobile app and automatically extracts vendor name, date, total amount, GSTIN, and tax breakdowns. It supports printed receipts, digital invoices, PDF bills, and even handwritten receipts in English and major Indian languages. Average accuracy is 97–99% on clear images. Where confidence is low, the system flags the field for manual confirmation — so you still save 80% of data entry time even on poor-quality receipts. Duplicate detection compares new receipts against all previously submitted receipts to prevent double-claiming.
When OCR reads a receipt, it automatically extracts the supplier GSTIN, HSN/SAC code, and tax breakdown (IGST, CGST, SGST). Each claim is flagged with ITC eligibility based on the expense category — travel, accommodation, and business meals typically qualify while some entertainment expenses don’t. At month-end, we generate a GST ITC summary report in a format compatible with GSTR-2A reconciliation, ready for your CA or GST consultant. Most clients recover 8–12% more GST ITC than they were capturing manually.
Approved expense claims are automatically pushed to payroll at the cutoff date (configurable — typically 25th of the month). The reimbursement appears as a separate line item on the employee’s payslip and is paid with the regular salary in the same bank transfer. Employees receive money on salary day — no waiting, no separate bank transfer, no chasing finance. If you use a separate payroll system (Keka, Greythr, Ascent, Zoho, SAP), we push the data directly to it via API so your existing payroll process handles the actual disbursement.
The advance module manages the full lifecycle — employee requests an advance for an upcoming trip, finance approves and records disbursement, employee returns and submits actual expenses. The system automatically reconciles advance against actuals: if actuals are less, the difference is deducted from the next salary run. If actuals exceed the advance, the balance is reimbursed via payroll. You can configure a deadline for reconciliation (e.g., 7 days after return) — if not submitted by then, the full advance amount is auto-deducted from payroll until receipts are provided.
Yes. The system tracks cumulative medical reimbursements against the Section 17(2) threshold and flags when an employee is approaching the limit where amounts become taxable perquisites. This is especially relevant for companies that include medical reimbursement as a salary component. The system alerts finance before payroll so the correct tax treatment (exempt vs perquisite) is applied. For the standard exemption under the old regime, it tracks and reports appropriately.
Yes — integration is a core feature, not an add-on. We support native connectors for Ascent, Keka, Greythr, Zoho People/Payroll, and SAP SuccessFactors. For other systems, we integrate via REST API or flat-file SFTP. The integration is bidirectional for employee data (new joiners, exits, grade changes) and one-directional for reimbursement push (approved T&E amounts pushed to payroll at cutoff). Setup typically takes 3–5 business days as part of standard onboarding.
Employees submit on their phone. Policy checks itself. Approvals happen in two taps.
Reimbursement hits with salary. Finance gets 3 days back every month
