Your finance team probably interacts with AI several times before lunch – but they don’t call it that. From the spam filter protecting their inbox to the system that scans receipts and matches invoices, it’s all AI, humming almost imperceptibly in the background. It’s become as routine as checking email, woven into everyday business operations.
But here’s the thing: While AI has been making life easier for finance teams, it’s also been making life easier for fraudsters. What was once the domain of duplicate taxi fares and “rounded-up” mileage claims has entered new, more dangerous ground. Fraudulent receipts can now be created or manipulated in mere seconds using generative AI tools and this, as one might expect, poses fresh challenges for finance leaders.
One area in which this is being felt most acutely (but perhaps not as loudly as we might hope) is that of expense management. What was once the domain of duplicate taxi fares and “rounded-up” mileage claims has entered new, more dangerous ground. Fraudulent receipts can now be created or manipulated in mere seconds using generative AI (Gen AI) tools and this, as one might expect, poses fresh challenges for finance leaders.
The Association of Certified Fraud Examiners states that expense and billing fraud account for 35% of asset misappropriation cases, with median losses of around $50,000USD per incident – that’s just shy of £37,000. More worryingly, data shows a 700% surge in fraudulent document activity in the wake of generative AI’s rise in popularity.
The playing field for fraudsters has seen a renewed coat of paint; with it, so too must the defenses used to combat it.
A New Breed of Fake Receipts
For years, expense fraud was opportunistic and relatively unsophisticated. Employees inflated mileage, tweaked a taxi receipt, or claimed for the same meal twice. With the manual processes in place to meet these methods – and overstretched finance teams behind them – such tactics were hard enough to detect.
Now, Gen AI has ramped things up to a whole new level. Tools like ChatGPT’s image generator can produce highly convincing receipts in minutes – and OpenAI’s solution isn’t even the best tool out there for such a task. The real danger isn’t the obvious fakes conjured from nothingness, but in manipulated authentic receipts.
“A genuine restaurant bill can be altered to increase the total,” explains Andrew May, CEO of expense management software providers Webexpenses. “When that transaction aligns with diaries and client meetings, it becomes much harder to spot a fraudulent expense claim. That’s where the greatest threat lies today – and where manipulating receipts used to take both time and a level of finesse, they can now be doctored in seconds.”
Why Traditional Checks Fall Short
Many finance teams still rely on manual checks, such as reviewing bank statements or confirming diary entries. These methods may still work for smaller businesses with more manageable workloads, but in an environment where employees submit hundreds of claims every month, such checks simply don’t scale.
It is primarily for this reason that the fight against AI-assisted expense fraud is increasingly being counteracted by AI itself. Multi-layered systems combining computer vision, metadata forensics, and behavioural analytics are now able to identify fraudulent receipts with far greater speed and accuracy.
Research by finance experts suggests these systems can cut fraud by 30%, reduce manual reviews by 70% and improve early detection rates by 95%. Clearly, it’s worth taking a peek under the hood, and exploring these systems further.
A Closer Look At AI’s Arsenal
The first (and perhaps most impactful) tool in AI’s “utility belt” is real-time validation. Where finance teams once relied on end-of-month reconciliations, today’s systems can assess the authenticity of a receipt in split seconds. With this approach, suspect claims are stopped at the gate, unable to even make it as far as the approval queue.
Behavioral profiling is another fascinating countermeasure. Machine learning has become frighteningly adept at building spending blueprints for individual employees, flagging anomalies that manual reviews might easily miss. Suspiciously frequent expenses that fall just under policy thresholds, purchases that sit outside an employee’s usual patterns – these irregularities are far easier to flag using AI’s distinct affinity for behavioural pattern recognition.
AI isn’t limited to patterns, of course, and it can also put the receipts themselves under a finely-tuned microscope. Deepfake detection tools now scan both the surface image and the hidden metadata beneath it, catching subtle manipulations that even a trained eye might overlook. A receipt might look flawless at first glance, but the underlying digital fingerprints often act as a red flag for AI systems.
Perhaps most telling of AI’s potential is its adoption beyond the private sector. The UK Civil Service has already begun trialling a so-called “violation detector”, a system that risk-scores expense claims and highlights potentially inappropriate spending. When public institutions move this quickly, it signals that AI isn’t a fringe experiment or a flashy techno-fad, but a real, solid and dependable frontline defence.
The cumulative effect is a noticeable shift in the timing of cases. Instead of uncovering fraud weeks later in a painful audit, suspicious claims are flagged the very moment they’re filed. In an age where expense fraud can be generated in seconds, detection has to move just as fast.
Tried And Tested Methods Still Work
As a slight aside, it’s worth mentioning that not every defence against AI-driven fraud relies on cutting-edge detection methods. Modern expense platforms can apply and enforce spending rules, blocking claims that fall outside policy and limiting the scope for manipulation.
Even pre-loaded expense cards are invaluable tools against fraud; every transaction is logged at the point of sale, giving finance teams immediate oversight and leaving far less room for creative claims to slip through the net.
In a technology-led battle, it can be easy to get bogged down by expensive, high-tech solutions. While there’s no denying that they help, it’s worth remembering that sometimes even the most simple solution can be effective.
Beyond Fraud, To Efficiency and Strategic Insight
Returning to the topic at hand, the story doesn’t end with fraud prevention, since AI-powered automation is also impacting how finance teams work on an everyday scale.
A recent academic study of end-to-end automation models – combining AI, OCR, policy classification and human oversight – showed an 80% reduction in processing time, alongside significant compliance improvements.
Meanwhile, intelligent document processing (IDP) is extracting data from even poor-quality receipts, reducing manual data entry and freeing finance teams for more strategic work like forecasting, trend analysis and policy refinement. AI allows finance to move beyond fire-fighting fraud, becoming a much more integrated professional tool, fit for building foresight and strategy, rather than simply acting as an enforcer for compliance.
Closing Comments
It’s true that Gen AI has armed fraudsters with sophisticated new tools and techniques. But the most effective response isn’t an arms race of ever-newer technology – it’s about applying time-tested fraud prevention principles with greater intelligence and precision.
The organisations that will stay protected aren’t necessarily those with the flashiest AI tools, but those that use technology to make their foundational defences – robust controls, clear accountability, and human judgment — work more systematically and effectively.
AI’s real value lies in helping finance teams implement proven fraud prevention strategies at scale, with consistency, and with the kind of pattern recognition that human oversight alone can’t achieve.
The strongest defences won’t be from chasing every emerging threat with a corresponding new tool. It will come from finance leaders who understand that their existing frameworks, when enhanced thoughtfully with AI capabilities, create a more resilient foundation than any single technology ever could.
The question for business leaders isn’t whether they have the latest fraud detection software. It’s whether their teams are equipped to combine institutional knowledge, proven processes, and smart technology in ways that stay one step ahead.
