01
Collect
Captures claim folders, receipts, supporting documents, shared-inbox items, WhatsApp submissions, and paper scans into one queue.
Your team Approving the submission channels and the monthly cut-off date.
Workflow stack ▪ Claims processing
Claims checked, matched, exported before cut-off.
Approved claims are checked, linked to source documents, and exported in the format your payroll or finance team needs. Scellus runs the queue, the receipt match, the policy validation, the exception routing, and the export; your team keeps the payment decision.
- 01
- Receipt matched
- 02
- Policy checked
- 03
- Payroll export ready
Built for HR-heavy organisations, finance teams managing supplier claims, professional services with high-volume reimbursement, and manufacturers processing rebate documentation.
Claim route ▪ matched ▪ reviewed ▪ export ready
Where claims break today
Photos, PDFs, forwarded emails. One spreadsheet trying to decide.
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Claims arrive as fragments.
A form in email, receipts as phone photos, one mileage note in WhatsApp. Finance has to assemble the claim before it can even check it.
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Receipts detach from rows.
The spreadsheet says RM184.70, but the source evidence lives somewhere else. Every review becomes a manual hunt.
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Policy is applied by memory.
Meal caps, eligible categories, mileage rules, medical receipts, and supplier-claim evidence are checked differently depending on who reviews the batch.
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Exceptions wait until cut-off.
Missing receipts and unclear claims surface when payroll is already closing, so the team rushes decisions or carries claims into the next cycle.
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Exports are rebuilt every month.
Approved claims still need reformatting into payroll or finance columns. One shifted row creates a payment problem.
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The audit trail is incomplete.
When a claimant disputes a rejection, the team has to reconstruct which rule applied, who approved it, and which receipt supported the decision.
Operating truth
Receiving a claim is not approving it.
Control starts when every approved amount can be traced to the claimant, the receipt, the policy rule, the approver, and the export row your payroll or finance system receives.
The stack
Six blocks. One controlled claim track.
The workflow follows the public block sequence: collect the claim, read the fields, verify evidence and policy, chase gaps, route exceptions, and deliver a payroll-ready export with the audit trail attached.
- 01 Collect
- 02 Read
- 03 Verify
- 04 Chase
- 05 Review
- 06 Deliver
Blocks used
Every block has a source, an output, and an owner.
02
Read
Extracts claimant, category, amount, dates, currency, receipt totals, and required evidence from claim forms and attachments.
Your team Confirming the claim categories and field map.
03
Verify
Matches each line item to source documents, applies policy rules, flags duplicates, and holds low-confidence reads for review.
Your team Maintaining the policy, caps, eligibility rules, and approval thresholds.
04
Chase
Requests missing receipts, missing details, or clarification on the claimant's original channel and tracks open requests against cut-off.
Your team Escalating when a claimant does not respond.
05
Review
Routes policy exceptions, sensitive claims, high-value claims, and unusual patterns to the named approver with evidence attached.
Your team Making the approval decision and handling claimant-facing disputes.
06
Deliver
Exports approved claims into payroll, accounting, or finance formats with a per-claim audit trail and monthly variance report.
Your team Releasing payroll or finance payment once the export is reviewed.
What you receive
Not a paid claim. A proven one.
The output is the file payroll can use and the evidence finance can defend: source documents, policy checks, approval decisions, and export rows tied together.
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A live claims queue showing submission, claimant, evidence status, exception state, approver, and cut-off risk.
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Receipt-matching evidence per line item: claim row, receipt image, extracted total, variance, and confidence.
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Policy-violation flags for caps exceeded, missing evidence, duplicate submissions, unusual amounts, and category mismatches.
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An approval-ready exception queue with the rule that fired, source evidence, recommended handling, and decision log.
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Approved-claim payroll or finance export in the file format, column order, and date convention your system expects.
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A monthly variance report and audit log covering claims processed, exceptions raised, disputes, and policy patterns.
The transition
What changes when Scellus runs claims.
Receipt matching stops being manual
Today
Receipts and claim rows are reviewed by eye, with evidence scattered across email, WhatsApp, folders, and scans.
We handle
Every claim line is linked to source evidence, with extracted totals and variances visible before approval.
Your team
Spot-checks the matched output during the first parallel run.
Policy is enforced before payment
Today
Caps and eligibility rules are remembered unevenly, and exceptions often surface only after the batch is paid.
We handle
Each claim is checked against the policy in force. Exceptions are held with the rule and evidence attached.
Your team
Owns the policy and decides exceptions.
Payroll export becomes a controlled output
Today
Approved claims are manually reshaped every cycle to match payroll or finance columns.
We handle
The export is produced in the required format before cut-off, with every row linked to its claim record.
Your team
Reviews the export and releases payment.
Division of labour
We run the queue. You keep the approval decision.
Scellus handles Your team owns
Monitor claims channels, folders, inboxes, WhatsApp submissions, and paper-scan uploads
Approve the channels and monthly cut-off date
Extract claim fields, receipt details, dates, categories, amounts, and currency
Confirm the field map and claim categories
Match receipts, detect duplicates, validate policy, and flag missing evidence
Maintain the policy rules and eligibility thresholds
Chase missing receipts and clarification before the payroll deadline
Escalate claimants who do not respond
Route sensitive, high-value, low-confidence, and policy-exception claims
Make approval decisions and handle disputes
Generate payroll-ready exports, monthly variance reports, and audit logs
Release payroll or finance payment after review
Compliance and data
Staff, supplier, and sensitive claim data stay traceable.
Claim data is staff and supplier data. We handle it under PDPA 2010 and the 2024 Amendment, with the DPO contact, breach-notification cadence, data-portability posture, and retention rules confirmed during the Operations Review.
Medical, insurance-linked, bank-detail, and IC-number evidence sits in a restricted access tier. Supplier claims can include KYC and supplier-master checks against records your finance team already maintains.
Approved claims leave Scellus only into your payroll, accounting, or finance system. Receipts, decisions, and export rows remain linked in the audit log.
Integrations
We meet claimants and payroll where they are.
Submission channels
- Expense and claims tools such as Spenmo, Volopay, Aspire, or custom portals
- Shared inboxes in Microsoft 365 or Google Workspace
- WhatsApp Business API and uploaded receipt folders
- Paper-scan and branch-submission batches
Payroll and finance
- Kakitangan, Talenox, BrioHR, PayrollPanda, and custom payroll exports
- Xero, AutoCount, SQL Account, MYOB, and finance CSV formats
- Fixed-width, bank-format, or payroll-specific column maps
- Cost-centre, project, department, and employee master records
Verification
- Internal claims policy and category rules
- Supplier master and procurement records for supplier claims
- Currency reference rates and duplicate-submission detection
- Sensitive-claim access tiers for medical and insurance-linked receipts
Operating cadence
Capture daily. Review weekly. Export monthly.
Daily
Capture and chase
New claims are acknowledged, evidence is linked, missing receipts are chased, and cut-off risk is visible before the batch closes.
One queue, not scattered messages.Weekly
Exceptions and approval
Policy exceptions, high-value claims, sensitive claims, and slow responses are reviewed with the HR or finance process owner.
Decisions happen before payroll pressure.Monthly
Export and report
Approved claims are exported before cut-off, then reported with variance, dispute, exception, and policy-pattern notes.
Payroll receives a controlled file.Indicative scope
Matched enough to approve. Logged enough to prove.
Build phase
Six to ten weeks
Submission-channel setup, claims policy map, receipt extraction, matching rules, exception routing, payroll-export format, parallel run, and go-live.Operating retainer
Monthly operations
Daily queue operation, missing-evidence chasing, exception review, payroll export, variance report, integration maintenance, and policy-rule tuning.Final scope, duration, and fee are confirmed at the Workflow Review against claim volume, channel count, policy complexity, sensitive-data handling, and payroll integration footprint.
Frequently asked questions
The questions that decide whether claims are under control.
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What if a receipt is misread or a rule is applied incorrectly?
- Low-confidence reads, policy exceptions, sensitive claims, and high-value claims are held for named review. The approver sees the source receipt, extracted fields, and the rule that fired before payment.
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How do we handle employee disputes?
- Every decision keeps the evidence, rule, approver, and timestamp together. Your team owns the conversation; Scellus gives the full record so the dispute can be resolved without rebuilding the trail.
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Can the workflow hit our payroll cut-off?
- The cadence is built backwards from the cut-off. Chasing, exception review, and export timing are set so at-risk claims surface before the deadline, not after.
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What about medical receipts, IC numbers, and bank details?
- Sensitive claims use restricted access, shorter retention, explicit consent where required, and separate handling rules agreed during the Operations Review.
Find out what claims processing would take in your team.
Start with the channels claims arrive in, the policy rules that decide them, the people who approve them, and the payroll or finance export they need to land in. We will map the first workflow to operate.