Preparing claim files for an on-site expense review day

Remote packet reviews cover most work, but some archives still live in binders. An on-site day goes faster when AP stages the room the afternoon before.

Physical setup

Reserve a quiet table with power, a shared screen, and labeled folders for each cost center in scope. Keep the current policy binder on the table — auditors should not hunt for version control mid-morning.

Digital readiness

Load the claim export for the review window and a folder of receipt PDFs named by claim ID. If your ERP prints ugly reference numbers, provide a simple crosswalk spreadsheet.

People on call

Name one AP contact and one controller backup who can answer policy questions within thirty minutes. Unanswered gray areas become parked findings that drag into the next week.

End-of-day habit

Leave thirty minutes for a standing debrief. Capturing provisional exceptions while memories are fresh reduces rework when the draft findings pack arrives.