How can AI help HRDs and CFOs work together more effectively and reconcile their expectations in terms of expense management ?

Managing expense claims is a subject that involves two key departments within a company: the Finance and Administration Departments (DAF) and the Human Resources Departments (DRH). Although these two departments have complementary objectives, their visions and priorities sometimes diverge. CFOs focus primarily on cost control, compliance and process optimisation, while HR Departments are concerned with delivering a fluid, relevant and motivating employee experience.

These differences in perspective can, if not aligned, create tensions around expense management. However, the arrival of expense management software incorporating advanced technologies such as AI is changing the game. Not only can these tools meet the specific needs of each department, they can also create a real synergy between them, strengthening the company’s operational and strategic management.

Separate but interdependent priorities

1- The vision of CFOs : control and efficiency

For CFOs, the management of expense accounts represents an essential lever in financial management, particularly in terms of controlling payroll and operating costs. Their priorities include :

• Cost control : limiting budget overruns and ensuring that every item of expenditure is justified.
• Regulatory compliance : ensuring that expense reports comply with tax, social security and internal rules.
• Operational efficiency : automating and streamlining processes to save time and avoid human error.

2- The vision of HRDs : simplification and employee experience

For HR directors, managing expense accounts is a direct concern of employee satisfaction and human resources management. Time-consuming or complex management can be detrimental to employee motivation and team commitment. HR managers’ priorities include :

• Simplifying processes : making expense claim submission quick and intuitive to avoid frustration.
• Fairness and transparency : applying clear reimbursement policies tailored to all employees.
• Employee well-being : reduce reimbursement times and eliminate the irritants associated with administrative management.

These priorities are interdependent. Ineffective management can not only disrupt the financial rigour of CFOs, but also degrade the employee experience and the effectiveness of human resources management.

AI as a convergence factor

AI-enabled expense management software offers an innovative solution for aligning these visions, meeting the expectations of both departments, and effectively managing processes. Here’s how AI is positioning itself as a lever for digital transformation in both functions :

1. Process automation : common ground

AI makes it possible to automate time-consuming tasks, such as analysing receipts using optical character recognition (OCR). CFOs benefit from greater reliability in financial reporting, because AI automatically detects errors or inconsistencies (such as duplicates or overruns), facilitating internal audits. For HR departments, this automation considerably simplifies the experience of employees, who can submit their expenses in just a few clicks via a collaborative, digital interface.

2. Policy control with guaranteed flexibility

The AI can be set up to automatically apply the reimbursement rules defined by CFOs, while offering customised adjustments for the specific needs of HRDs. For example, different ceilings can be applied depending on employee profiles or mission destinations. This dual advantage makes it possible to reconcile financial rigour and flexibility, a requirement of CFOs and HRDs in an environment increasingly focused on management optimisation and efficiency.

3. Transparency and traceability: reassuring both parties

AI-based software enables all expense claim information to be centralised, guaranteeing total traceability. CFOs can easily access analytical reports to monitor expenditure and meet the requirements of financial audits. For their part, HR departments have a clear and transparent view of reimbursements, boosting employee confidence and simplifying human resources management.

4. Predictive analysis for informed decisions

AI is not limited to automation; it can also provide predictive analysis. These insights help CFOs to anticipate budgets, identify recurring areas of overspending and optimise spending policies, while ensuring smooth cash management. For HR departments, these analyses provide a better understanding of employee behaviour, and enable reimbursement policies to be adapted to better meet the expectations of each team while respecting budgetary constraints.

Stronger collaboration thanks to AI

As well as automating tasks, AI fosters closer collaboration between CFOs and HRDs. By sharing the same analytical and collaborative platform, the two departments can work in synergy and take concerted decisions, including :

• CFOs can use financial data to adjust budgets, in consultation with HR departments.
• HR departments can use AI tools to assess the impact of reimbursement policies on employee engagement, while ensuring that they meet financial targets.

Managing expense claims should not be seen as an administrative burden or a source of tension between CFOs and HR directors. On the contrary, it can become a strategic lever for the company, making it possible to reconcile financial risk management and the employee experience.

By integrating AI into information systems, companies can transform a task perceived as a constraint into a genuine performance asset. This collaborative, analytical approach helps to create genuine synergy between the company’s key departments, while enhancing the value of its employees.

By placing AI at the heart of their strategy, businesses are taking a major step towards a successful digital transformation, and can effectively drive the various performance levers, whether they relate to cost management, human resources management or management control.