Mango Spend
Employee reimbursements with AI receipt OCR, policy enforcement, multi-level approvals, and payroll-ready CSV export.
MangoApps
Overview
Mango Spend is the out-of-pocket employee spend surface — the employee side of the finance triangle, distinct from Procurement (vendor-side, planned spend) and Mango Billing (customer-side AR). Employees submit expense reports on web or mobile with receipts and mileage, and every line runs through a deterministic policy engine that enforces per-line caps, daily caps, blocked categories, receipt-required thresholds, and maximum report age. AI receipt OCR via DocumentIntelligenceService auto-extracts vendor, total, date, tax, and a best-guess category so employees rarely hand-type a line. Reports flow through the shared ApprovalWorkflow engine — route by manager, role, or amount, with optional auto-approve below a configurable threshold. Finance batches approved reports into payment batches and exports payroll-ready CSVs in Generic, ADP, Gusto, and Paychex formats; approved-but-unbatched totals and per-category spend trends live in the built-in Analytics tab. The Mango Spend AI Agent answers natural-language questions like "How much pending reimbursement do I have?" or "What is our unpaid reimbursement liability this quarter?" directly from the Ask AI sidebar, with admin-only tools gated by role. Employees can also bulk-import historical expenses from a CSV when migrating off Concur, Expensify, or spreadsheets. Every writable surface is business-scoped, every background job (receipt OCR extraction, notification delivery) runs async, and the entire app can be toggled on per business with a single license switch — no seed data, no migrations, no new environments.
Highlights
Capabilities
Expense Reports
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Submit expense reports with multiple line items
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Per-line categories, amounts, dates, vendors, business purpose
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Mileage line type with cents-per-mile auto-compute
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Active Storage receipt attachments per line item
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AI receipt OCR — auto-extracts vendor, total, date, tax, category
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State machine: draft → submitted → approved/rejected → paid
Policy Engine
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Per-category daily / per-line caps with policy violations report
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Required receipt threshold (e.g., receipts required above $25)
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Blocked categories (e.g., alcohol, gifts) with override-by-admin
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Auto-flag stale expenses (e.g., older than 90 days)
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Deterministic Ruby evaluator — same rules on submit + approve
Approvals
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Reuses shared ApprovalWorkflow engine (multi-level chains)
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Manager-as-approver default; org-chart escalation supported
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Approver inbox with bulk approve / reject / send-back
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Auto-approve below configurable threshold
Reimbursement Payouts
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Group approved reports into payment batches by pay period
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CSV export — generic, ADP, Gusto, Paychex column shapes
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Mark batch as exported (locks rows + stamps paid_at)
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Per-employee payout summary in mobile + desktop
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No banking integration in v1 — finance owns the rail
AI & Automation
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MangoSpendAgent (Ask AI) — pending counts, top categories, my reports
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AI receipt extraction via DocumentIntelligenceService
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Background job queues for receipt extraction + policy checks
Limits & Specs
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Default mileage rate: $0.67 / mile (configurable)
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Default receipt threshold: $25 (configurable)
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Default report cycle: Bi-weekly
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Payment rail: Manual export (CSV) — Payroll system runs the rail
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Allowed roles: Members submit, Managers approve, Admins configure
Use cases
Resources
FAQ
Procurement covers planned, vendor-side spend — purchase requisitions, POs, vendor invoices, and inventory. Mango Spend covers employee-incurred, out-of-pocket spend — expense reports, receipts, mileage, and reimbursements. They share the ApprovalWorkflow engine but model different sides of the spend lifecycle.
Not in v1. Reimbursements are paid by exporting a CSV from the Payments tab and importing it into your existing payroll system. Cards, direct ACH, and bill pay are intentionally deferred to keep the MVP focused.
Yes — set the receipt threshold to $0 in Settings. The default ($25) matches IRS guidance for documented business expenses. Any line at or above the threshold without a receipt is flagged at submit and on the approver inbox.
Mileage rates are stored per business with an effective_from date so you can update them as the IRS publishes new annual rates. The most recent effective rate is applied automatically to new mileage lines.
Yes. The workflow engine is shared with Procurement, Forms, and other apps. Routing rules, escalation, and auto-approve thresholds work the same way; the only difference is that Mango Spend wires expense reports through it.
It runs through the existing DocumentIntelligenceService (which already powers receipt OCR for other apps). Files are processed in a background job — submit lands instantly and the extracted fields populate when the job completes.
