Routes every invoice and expense claim through the correct approval chain automatically — validating against policy, escalating exceptions, chasing approvers who do not act within SLA, and logging approved transactions to your ERP. Finance compliance at scale, with zero manual routing.
75%
faster approval cycle
vs email-based routing
100%
policy validation
before any approval
Zero
exceptions missed
automated escalation
< 1 day
average approval time
for standard claims
Typical build: 3-week sprint · Fixed price · Production-grade
Policy validation
100% coverage
SLA enforcement
Automated
ERP posting
On approval
This is the actual Agentforce configuration Kovil AI builds and deploys — not a diagram. Here is what runs inside every node.
The Finance Approval Agent accepts submissions from multiple channels: expense claims submitted via the Salesforce employee portal, invoices forwarded to a designated email address (parsed via email-to-case), purchase order attachments uploaded via the finance portal, and direct API submission from integrated procurement systems. The agent uses Prompt Builder to extract and structure key fields from submitted documents: vendor name, invoice amount, date, cost centre, budget code, and line item breakdown. Structured data is written to a Finance Request record in Salesforce. Unreadable or incomplete submissions are flagged back to the submitter with specific fields missing.
Atlas Reasoning Engine runs a policy validation pass on every submission before it enters the approval queue. Validation checks include: amount within the submitter's authorised limit for the expense category, vendor on the approved vendor list (for invoices), budget code valid and has remaining budget, receipt attached for claims above the configured threshold, duplicate detection (same vendor, same amount, same period — flags for ops review), and any cost centre-specific rules configured during implementation. Submissions passing all checks proceed to routing. Exceptions — submissions outside policy parameters — are flagged with the specific rule breached and routed to the finance exceptions queue rather than the standard approval chain.
Approval routing logic is configured per client during implementation and typically covers: single-approver for claims below a threshold (line manager only), dual-approver for claims above the threshold (line manager + department head), VP approval for claims above the senior threshold, finance director sign-off for capital expenditure and strategic vendor contracts, and parallel routing for claims touching multiple cost centres (all relevant cost centre owners approve simultaneously). The routing decision is logged on the Finance Request record. Approvers receive a structured approval request via Slack and email — with the submission details, policy validation result, and a one-click approve/reject action.
Every approval request has a configured SLA: typically 24 hours for standard claims, 4 hours for urgent-flagged submissions. The agent monitors all pending approvals against their SLA timers. At 75% of the SLA window, a Slack reminder fires to the approver. At 100% (breach), two things happen simultaneously: a second reminder to the approver and an escalation notification to their manager with the specific request and the SLA breach detail. If the SLA is missed by a second configured window, the escalation moves to the finance team lead. No approval request sits unactioned — the system keeps escalating until someone acts.
When an approval is completed, the agent triggers the ERP write: the approved transaction is posted to the configured ERP system (SAP, NetSuite, Xero, or QuickBooks) via Salesforce Flow calling the ERP API. The budget record for the relevant cost centre is updated — remaining budget decremented by the approved amount. The Finance Request record in Salesforce is updated to Approved status with the approver name, approval timestamp, and ERP transaction reference. For invoices, a payment instruction is generated in the ERP with the correct payment terms and bank details from the approved vendor record.
On approval or rejection, the submitter receives an immediate notification via Slack and email: approved (with ERP reference number and expected payment date), or rejected (with the specific rejection reason and next steps). Rejected submissions can be resubmitted with corrections — the agent processes the resubmission as a new validation pass. Every finance request maintains a complete audit trail in Salesforce: submission timestamp, validation result, routing decision, approver actions with timestamps, SLA compliance, and ERP write confirmation. The audit trail is exportable for external audit purposes and is retained per your configured data retention policy.
Policy validation
Runs every submission through your finance policy rules — amount limits, vendor validation, budget code checks, duplicate detection — before routing begins.
Routing engine
Routes every request through the correct approval chain based on amount, category, and cost centre — with full audit trail and one-click approve/reject.
ERP integration
Triggers ERP writes on approval — posting transactions to SAP, NetSuite, Xero, or QuickBooks and updating budget records automatically.
Approver workflow
Delivers structured approval requests, SLA reminders, and escalation alerts to approvers — with one-click approve/reject actions from within Slack.
Document extraction
Extracts and structures key fields from submitted invoices and expense documents — converting unstructured PDFs into structured Finance Request records.
Financial data security
Keeps all financial data — invoice amounts, vendor details, payment information — within Salesforce's trust boundary during AI processing.
Transaction posting
Target systems where approved transactions are posted: SAP, NetSuite, Xero, QuickBooks — integrated via Salesforce Flow API calls.
Kovil AI scopes, builds, tests and deploys this Agentforce configuration end-to-end. You do not touch Agent Builder until it is live and processing approvals automatically.
We configure integrations with SAP (via REST API or BAPIs), NetSuite (SuiteQL API), Xero (Xero API), and QuickBooks Online (QuickBooks API). These cover the majority of mid-market and enterprise finance stacks. For other ERP systems, we assess API availability in Week 1. If no direct API is available, we use a middleware approach via MuleSoft or Salesforce Connect.
Submissions that fall into edge cases — amounts at the exact threshold boundary, new vendor types not explicitly listed, cost codes recently restructured — are routed to the finance exceptions queue for human review rather than automatically approved or rejected. The agent flags the specific ambiguity with context so the finance team can make a judgement call. The decision is then fed back to refine the policy rules — over time, edge cases reduce as the rule set matures.
Yes. Multi-currency submissions are converted to the base reporting currency using the exchange rate configured in Salesforce (either a fixed rate or a live rate feed). The policy threshold checks run against the converted amount. The original currency and amount are preserved on the Finance Request record alongside the converted amount for audit purposes.
All SLA windows are configured during implementation. Standard defaults are: 24 hours for claims below the standard threshold, 8 hours for above-threshold claims, and 4 hours for flagged urgent submissions. Every SLA window, reminder timing (75% threshold), and escalation chain (who gets notified at breach) is fully configurable per approval tier and cost centre.
Book a 30-minute discovery call. We'll audit your current approval process, map your policy rules, and scope a 3-week fixed-price Agentforce implementation — from submission to ERP posting, fully automated.
3-week sprint · Fixed-price · Production-grade · Post-launch support included