BizDeck
BizDeckSystems
Directory Index
Finance & Operations• Company Accountant, Finance Executive & Operations Manager

Automated TnG RFID Toll & Staff Fuel Claim Workflow

This automated workflow captures TnG RFID e-statements and fuel receipts instantly via WhatsApp and OCR, pushing structured expenses directly to Bukku or Xero. Finance teams no longer need to chase field staff or manually process stacks of faded thermal paper receipts.

Operational Bottleneck

Finance staff waste days every month sorting through faded petrol receipts and two-month-old Touch 'n Go statements. Missing receipts cause balancing issues during reconciliation and delay monthly financial reporting.

Monthly drain:RM 4,500 - RM 12,000
Automation Outcome

Manual management leaks RM 4,500 to RM 12,000 monthly due to unclaimed tax deductions, duplicate expense submissions, and high operational hours spent on manual data entry.

Recaptured capacity:~14 hrs / week

1. How the System Works (Data Flow)

Automated Pipeline BlueprintAutonomous Flow
1Stage 1
Instant Upload
Receipt / TnG Statement

Staff snap receipts immediately at the petrol station, removing the risk of lost or faded receipts.

Next Phase →
2Stage 2
Extract Data
WhatsApp OCR Processing

Key financial figures are extracted and cross-referenced with working schedules and route logs.

Next Phase →
3Stage 3
Rule Check
Data Parsing & Validation

Standard claims auto-pass, while abnormal entries (e.g. weekend refueling) require manager sign-off via a single tap.

Next Phase →
4Stage 4
Auto Post Expense
Manager Audit / Flagging

Accountants bypass manual data entry entirely. Books remain balanced and ready for monthly closing.

Next Phase →
5Stage 5
Final Result
Accounting Software (Bukku/Xero)

Workflow completed autonomously on autopilot. Recaptures staff hours and eliminates human error.

System Outcome

2. Step-by-Step Execution Flow

4 Steps
01

Receipt & Statement Capture

WhatsApp Business API & Google Vision OCR

Staff snap receipts immediately at the petrol station, removing the risk of lost or faded receipts.

Trigger Event

Staff snaps fuel receipt image to WhatsApp bot or uploads TnG PDF statement

Autonomous Action

System extracts text via OCR and fetches monthly TnG statement data

02

Data Extraction & Parsing

Make.com

Key financial figures are extracted and cross-referenced with working schedules and route logs.

Trigger Event

OCR successfully processes image payload

Autonomous Action

System extracts date, total RM, merchant name, fuel volume, and tax breakdown

03

Anomaly Audit & Approval Logic

WhatsApp Bot & Make.com

Standard claims auto-pass, while abnormal entries (e.g. weekend refueling) require manager sign-off via a single tap.

Trigger Event

Claim exceeds daily limits or contains duplicate parameters

Autonomous Action

System flags irregular entries and sends approval prompt to team manager

04

Ledger Posting & Reconciliation

Bukku / Xero API

Accountants bypass manual data entry entirely. Books remain balanced and ready for monthly closing.

Trigger Event

Claim approved automatically or manually

Autonomous Action

Creates structured expense entry with attached image proof in accounting software

3. Audit Your Business Readiness

Operational Readiness Checklist

Check components active in your business to audit automation coverage

0% Covered
Sales or operational staff travel frequently for business tasksImpact: Eliminates claim backlogs and lost paper receipts
Finance team spends over 3 days monthly verifying claimsImpact: Saves up to 14 hours per week in manual audit work
Business uses cloud accounting software with API supportImpact: Enables direct automated posting without human input
Monthly P&L reporting is routinely delayed by late claimsImpact: Ensures real-time expense visibility every month
Est. recapture: ~14 hrs/week0 / 4 Active
Implementation Advisory

Eliminate Paper Receipts & Delayed Claims Forever

Deploy this autonomous workflow in your business. Chat directly with the BizDeck engineering team on WhatsApp.

Option A: Self-Implemented (DIY)
  • Use the architectural blueprint steps above
  • Maintain and debug integrations internally
Option B: Done-For-You Deployment
  • Turnkey delivery within 7 to 10 days
  • Direct engineering support & staff training
Inquire on WhatsApp (Direct Consultation)

Frequently Asked Questions

What happens if a fuel receipt is blurry or damaged?

The OCR engine evaluates image readability. If confidence scores drop below 85%, the WhatsApp bot automatically asks the staff member to re-take a clearer picture immediately.

Can this setup prevent staff from submitting the same receipt twice?

Yes. The system indexes receipt serial numbers, dates, and amounts. Any duplicate submission triggers an immediate block and notifies management.