01
Procurement & Purchasing
Purchase orders, vendor selection, tender requirements, supplier management, contract terms
- “Who approves a €50,000 purchase?”
- “Do I need to get quotes for this?”
- “How do I add a new supplier?”
05For Finance Teams
Procurement policies everyone actually understands
The Volentis Finance Agent explains approval workflows, purchase thresholds, and expense procedures, so everyone gets it right the first time.
60%fewer procedural errors
40%faster invoice processing
70%fewer compliance deviations
85%+first-time approval rate
AHow It Works
How It Works
Ask finance and procurement questions in plain language. Get clear answers with policy references and approval workflows.
Employee
Who needs to approve a €50,000 purchase order?
Volentis.ai
Per the Procurement Policy (FIN-POL-003) Approval Matrix: €50,000 requires: 1) Department Manager approval, 2) Finance Director approval, 3) CFO approval (for amounts >€25,000). Additional requirements: Minimum 3 vendor quotes required, Procurement team must validate supplier credentials, Legal review if new vendor or non-standard terms. Timeline: Allow 5-7 business days for full approval cycle.
High ConfidenceSource verified
Employee
How do I submit travel expenses?
Volentis.ai
From the Expense Policy (FIN-POL-007): Step 1: Collect all receipts (required for expenses >€25), Step 2: Submit via Expense Portal within 30 days of travel, Step 3: Attach: receipts, travel authorization form, meeting agenda. Limits: Hotel max €180/night (EU capitals), €150/night (other). Meals: Max €75/day including tips. Manager approval required before submission. Reimbursement within 10 business days of approval.
High ConfidenceSource verified
Employee
What is our policy for preferred suppliers?
Volentis.ai
Per the Preferred Supplier Policy (FIN-POL-012): Preferred suppliers must be used for: IT hardware (Dell, HP), Office supplies (Staples), Travel (Company Travel Agency), Cloud services (AWS, Azure - approved list). Exceptions require: Written justification, Cost comparison with preferred supplier, Procurement Manager approval, Legal review for contracts >€10,000. Exception request form: Finance Portal > Procurement > Exception Request.
High ConfidenceSource verified
Employee
When is a tender required?
Volentis.ai
Based on the Procurement Policy (FIN-POL-003) Tender Thresholds: >€10,000: Minimum 3 quotes required, >€50,000: Formal RFQ process, >€150,000: Full tender with evaluation committee, >€215,000 (EU threshold): Public tender required. Category exceptions: Emergency purchases (documented), Sole source (technical justification required), Framework agreements (pre-tendered). All tenders documented in Procurement Register.
High ConfidenceSource verified
BWhat the Finance Agent can help with
What the Finance Agent can help with
The Finance Agent is trained on your finance policies and procedures. Here are the typical use cases:
02
Expenses & Travel
Expense claims, travel policies, per diems, receipt requirements, reimbursement timelines
- “How do I submit travel expenses?”
- “What's the hotel limit for Paris?”
- “Do I need a receipt for lunch?”
03
Approval Workflows
Approval matrices, authorization limits, delegation rules, escalation procedures
- “Who needs to approve this?”
- “Can my manager approve €30,000?”
- “What's the approval timeline?”
04
Budget & Cost Centers
Budget allocation, cost center codes, budget transfers, variance explanations
- “Which cost center for this expense?”
- “How do I request a budget transfer?”
- “What's our remaining budget?”
05
Invoice Processing
Invoice submission, payment terms, matching requirements, payment status
- “How do I submit an invoice?”
- “When will this invoice be paid?”
- “What's our payment terms policy?”
06
Finance Policies
Policy interpretation, compliance requirements, exceptions process, audit preparation
- “What's the policy for gifts?”
- “How do I request an exception?”
- “What documentation do auditors need?”
CIs the Finance Agent right for you?
Is the Finance Agent right for you?
The Finance Agent delivers the most value for organizations that match this profile:
Approval complexity
Multi-level approval matrices
Different thresholds and approvers for various purchase categories
Transaction volume
Significant procurement and expense activity
Enough transactions where procedural errors create meaningful costs
Documentation
Finance policies and procedures documented
Existing policy documents to provide accurate guidance
Current challenge
Rejected requests and rework
Time spent on rejected expense reports, wrong approvals, policy questions
DWorks with your finance systems
Works with your finance systems
The Finance Agent connects to your existing finance documentation and processes:
ERP Systems
SAP, Oracle, Microsoft Dynamics for policy reference and process guidance
Expense Management
Concur, Expensify, SAP Concur for expense policy guidance and process support
P2P Platforms
Coupa, Ariba, Basware for procurement policy guidance and approval workflows
SharePoint
Access finance policies, procedure documents, and approval matrices
Microsoft Teams
Answer finance questions directly within Teams chat
Direct Upload
Upload finance policies and procedures for immediate use
💡 Don't see your system? We integrate with any API-enabled platform.
Supported document types
Finance policiesApproval matricesExpense guidelinesProcurement proceduresBudget templates
EWhat can the Finance Agent do?
What can the Finance Agent do?
Your finance policy expert that ensures compliance from day one.
- Explain approval workflows and purchase thresholds
- Guide expense submission and reimbursement processes
- Clarify preferred supplier requirements and exceptions
- Provide tender threshold guidance by category
- Answer invoice processing and payment questions
- Onboard new employees to finance procedures quickly
- Answer questions in all EU languages
- Maintain complete audit trail for every query
FClear boundaries: What the Finance Agent won't do
Clear boundaries: What the Finance Agent won't do
The Finance Agent provides guidance and policy interpretation, but maintains important boundaries:
✓
No financial approvals
The Finance Agent explains who needs to approve and how, but does not approve transactions or authorize spending. All approvals go through proper channels.
✓
Amounts and limits require verification
Policy thresholds and limits sync automatically from your documents. Always verify in your finance system before making commitments.
✓
Policy interpretation, not advice
The Finance Agent explains policy as documented. For edge cases, exceptions, or policy clarifications, consult your Finance team.
✓
Complete audit trail
Every question and answer is logged. Finance teams can review what guidance is being provided and identify policy gaps or confusion points.
The Finance Agent provides guidance based on your documented policies and procedures. For financial decisions, exceptions, or commitments, always follow your organization's formal approval processes.
GWhy trust Volentis.ai?
Why trust Volentis.ai?
01
No Hallucinations
Answers come exclusively from your approved documents. If information isn't available, the system tells you. No guessing, no fabrication.
02
Source Citation
Every answer includes exact references to source documents. Click through to verify the information yourself.
03
GDPR & EU AI Act Compliant
Built for European enterprises. Data never leaves the EU. Full audit trail for every interaction.
Trusted by European enterprises
Ready to eliminate costly procedural errors?
See how the Volentis Finance Agent can improve first-time-right rates while reducing finance team workload.
Every guidance query is logged. Audit-ready trail of what employees were told and when.
⏱ Live in 2-4 weeks✓ No credit card required✓ EU data residency