Frequently asked questions

Xpense is the travel and expense management platform from AeonX Digital. It covers trip requests, flight and domestic hotel booking, expense claims, approvals, advances and reports, with a mobile app for Android and iOS.

A trip starts as a request and is booked inside Xpense. Expenses are filed, checked against your policy when they are submitted, and approved level by level. Approved expense reports are posted to SAP.

Yes. You can set up company groups, companies, business units, plants, cost centres and projects. Approval workflows are configured per module and per company.

Employees raise trips and file claims, managers approve, and finance reviews and posts. Access is role-based, and there are dashboards for finance, managers and travel.

Yes. The product tour and the shorter feature videos are in the video library. They are recorded with demo data.

The employee enters the purpose, the travel type and the dates, and adds the flights and hotels the trip needs. Your travel policy and city-class limits apply to the request.

Yes. They search flights inside the trip request, and each fare is checked against your travel policy. After approval the ticket is issued and stays on the trip.

One-way or round-trip, the dates from a fare calendar, the cabin class and their traveller preferences.

Yes. The traveller cancels from the same screen. The cancellation charges are shown before they confirm.

Yes. International trips can be booked, including trips with several passengers.

Domestic hotel booking is available in Xpense.

Each fare shows whether it is in policy or needs approval. The traveller can open the fare rules before choosing.

Corporate tickets are paid from the company's travel wallet in Xpense.

Yes. A person with the permission can book on behalf of a colleague.

Yes. An employee can book a personal flight in Xpense and pay for it themselves.

From the Personal tab of "Book a flight" in the mobile app, or from Self Travel on the web. The employee searches, reviews the fare and pays online, and the ticket is issued.

Yes. In the app, "Book a flight" has a Business tab and a Personal tab. A business booking made there goes to the reporting manager for approval after booking.

No. The employee pays for it, so the ticket is issued without a trip request or approval.

Xpense has a travel dashboard alongside the finance and manager dashboards, and every trip has a timeline of its approvals and actions.

From the mobile app, from the web, or by chatting on WhatsApp. On WhatsApp they can type what they spent or send a photo of the receipt.

Yes. Receipts are read automatically using OCR. The employee checks what was read and submits the claim.

Receipt reading includes duplicate detection, so a receipt that matches one already submitted is flagged.

Mileage is calculated from the route and the rate for your vehicle.

Yes. GST details are captured and validated when the claim is submitted, and they are included in report exports. HSN and TDS masters are maintained in Xpense.

Yes. An employee can file an expense by WhatsApp chat. If they send a photo of the receipt, it is read for them.

When it is submitted, before it reaches an approver. Every claim is checked against the policy you have configured.

No. The policy check is rule-based. It applies the rules and limits you set up.

Yes. Approval workflows are multi-level, and you configure them per module and per company.

Approval workflows support delegation, so an approver can hand their approvals to someone else while they are away.

Xpense sends a reminder when an approval passes its SLA.

The approval request arrives on WhatsApp with a link. The link opens the request in Xpense, where the approver signs in and approves or rejects it.

Approvals and actions are logged, and every trip, expense and advance has a timeline that shows who did what and when.

Yes. Advances and petty cash are requested and tracked in Xpense.

An advance is tracked from the request through to settlement, so finance can see what was issued and what is left to settle.

Yes. Advances, petty cash and settlement work in more than one currency.

Yes. Every advance has a timeline of its approvals and actions.

Stores file their utility bills in Xpense. A bill is filed against a store and a vendor, with the bill number, the invoice amount and a copy of the bill.

Each store is set up with its company, city, cost centre and category. You name the categories yourself, for example FOCO and COCO.

No. A category is only a label. Bills are filed in the same way for every store.

Utility bills follow their own approval chain, which you set up for them.

Accounts add the tax code, HSN and TDS details. The bill then posts to SAP as a vendor invoice, and it shows as paid in Xpense when the payment is recorded.

Yes. Utility bills can be filed from the mobile app and through the WhatsApp assistant.

Yes. Utility reports can be filtered and exported with the store, the vendor and the bill number.

AeonX IQ is the assistant inside Xpense. An employee can create a trip or log an expense by chatting with it.

AeonX IQ writes a summary on each expense report, so the approver can read the summary before opening the report.

Yes. The same assistant works on WhatsApp, where employees can file expenses and create trips by chat.

No. AeonX IQ asks you to confirm before it creates or submits anything.

It has its own Chat tab. You can type, send a photo or a PDF of a bill, or use the voice mode.

It can list your trips, expenses and reports and check an expense against policy. It also helps approvers with trips and reports.

Smart Approver gives each submitted report a green, amber or red rating with a reason. The approver sees the rating and makes the decision.

Summaries appear on expense reports, advances and trips.

The AeonX IQ assistant and its report summaries. Receipts are read automatically using OCR. Policy checks are rule-based and do not use AI.

AI features are switched on per company from an AI control plane.

AI usage is metered, with plans and budgets, so the usage of each company is measured against the plan it is on.

The Model Context Protocol (MCP) is an open standard for connecting AI assistants and agents to business systems. Xpense has an MCP server, so assistants and agents that speak the protocol can work with Xpense.

Every MCP call carries the employee's own sign-in token and is bound to one company. An assistant can do only what that employee can do.

The tools cover Xpense operations such as trips, expenses, advances and reports.

Teams that already use an assistant that speaks MCP, or are building their own agents, and want it to work with Xpense under each employee's own access.

Yes. Xpense posts approved expense reports to SAP, with GL mapping.

An expense report is posted after it has been approved. Reports that are still waiting for approval are not posted.

Xpense supports multi-entity structures: company groups, companies, business units, plants, cost centres and projects.

Yes. GST details are captured and validated at submission and included in report exports.

Tally voucher export is available.

Yes. AeonX Digital, which builds Xpense, is an SAP Gold Partner.

It is a prepaid card for employee business spend. The card is issued and managed from Xpense.

Yes. In the Xpense app they scan a QR or pay to a UPI ID, choose the spending category, and confirm in the AeonX Prepaid Card app.

The company funds a pool account and tops up each member's wallet. A member can also request a top-up.

Each payment appears in Xpense. The member attaches the receipt and can tag the payment to a trip.

A member can freeze the card or report it lost. Admins set spend controls for each member and see every transaction.

Card payments come into Xpense for expense reporting.

Book a demo and tell us you are interested in the AeonX Prepaid Card. The card is issued and managed from Xpense.

Yes. Xpense has a mobile app for Android and iOS, on Google Play and the App Store.

Raise a trip request, book business and personal flights, and file expenses with receipts that are read automatically.

Yes. AeonX IQ is the assistant inside Xpense, and an employee can create a trip or log an expense by chat.

With the AeonX Prepaid Card they can pay by UPI: scan and pay from the Xpense app using the card balance.

Access is role-based. Finance decides what each role can see and do.

Sign in with Microsoft is available.

Integration credentials are encrypted at rest.

AeonX Digital is certified to ISO/IEC 27001, ISO 9001 and ISO/IEC 20000-1.

Only what the signed-in employee can. Every MCP call carries the employee's own sign-in token and is bound to one company.

Write to privacy@aeonx.digital.

Xpense is priced per user, by custom quote. AI usage is metered separately, with plans and budgets.

Yes. Xpense is available in AWS Marketplace.

Book a demo. We reply within one business day.

Call sales on +91 79654 80532 or write to sales@aeonx.digital.

Write to support@aeonx.digital.