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name expense-review-policy
description Review invoices and contracts against accounts-payable policy before human approval.

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}],
    "stated_subtotal": 200,
    "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; stated_subtotal is the printed subtotal, amount is the stated total, and calculated_total must equal stated_subtotal + shipping. 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.