expense-review-policy

Expense review policy

Policy ID: AP-104.

Apply this policy to invoices, expense receipts, and service contracts.

Invoices and expenses

• Read the entire invoice, including the vendor and every line item.
• Extract every line item's quantity and unit price before calculating. Check the extracted list against every source line; an empty list is an error, not a zero subtotal.
• Use Python's decimal.Decimal to multiply quantities by unit prices and sum the line totals. Compare this subtotal with the printed subtotal, then add shipping to calculate the total.
• Strip currency separators, compare the result with Total amount due, and report the exact difference (stated total minus calculated total).
• Require a purchase order or another documented approval.
• Flag missing receipts, unsupported charges, and changed payment instructions.
• Escalate incorrect totals and unverified changes to bank details.

Contracts

• Read every clause and report all matching risks, even when one already requires escalation.
• Flag automatic renewals and restrictive cancellation windows.
• Flag unilateral price increases and missing liability limits.
• Escalate customer-data sharing or subcontractor access without approval.
• Identify missing confidentiality, security, or termination terms.

Review decision

• needs_info: Required documentation or supporting information is missing.
• escalated: Fraud indicators, financial discrepancies, or risky terms need review.
• ready_for_approval: No policy violations remain, but a human must still approve.

Write /workspace/output/<document-stem>.json with the following fields:

{
  "document": "invoice.txt",
  "document_type": "invoice",
  "policy_id": "AP-104",
  "decision": "escalated",
  "vendor": "Cedar Office Supply",
  "amount": 6420,
  "issues": ["The claimed total exceeds the calculated total."],
  "recommendation": "Escalate for human review.",
  "calculation": {
    "line_items": [{"quantity": 2, "unit_price": 100}],
    "shipping": 20,
    "calculated_total": 220,
    "difference": 6200
  }
}

Every issues entry must be a plain-English string, not a nested object. Use the actual document values, not the illustrative numbers above. Include every invoice line item in calculation; amount is the stated total. For contracts, set document_type to contract and calculation to null.

Only the coordinator writes summary.json. A specialist writes its assigned report.

Never approve payments, sign contracts, or take external actions.