Set up AI features

Find AI Settings, turn receipt scanning, auto-approval, and company file context on or off, understand how the toggles depend on each other, save your changes, and trigger a company file re-scan.

AI Settings is where your HR team turns CLVR's AI features on or off for the whole company: scanning receipts to prefill expense forms, automatically approving wellness (friskvård) expenses, letting the AI read your company files, and the CLVR Assistant that answers employees from those files. The features sit in two groups that show what depends on what: auto-approval needs receipt scanning, the assistant needs company file context. Turning one off cascades to the ones beneath it, and nothing is live until you save. This article shows where the page lives, how to enable or disable each feature, how the toggles relate, and how to re-scan your company files.

Find AI Settings

You reach AI Settings from the HR side of CLVR:

The page header is AI Settings. Under it, a short line explains that each feature is off until you turn it on, and a pill on the right counts how many of the features are on.

What you see on the page

The page is a single column you read top to bottom.

• Data and privacy. A purple notice at the top that applies to every AI feature below it. It sums up in one paragraph what each feature sends and what is never sent, and that AI features are powered by Claude (Anthropic) and never used to train models. Select What we send to open the full lists in the side panel on the right: what is sent depending on what you turn on, what is never sent, the model and retention, and links to the privacy policy and Trust Center. Close it with the cross in its corner, or press Escape.
• Expenses. The first group holds two cards. Receipt scanning has a switch (On or Off) and is the master switch for AI on receipts: when employees upload a receipt, AI reads the vendor, date, amount, and VAT and prefills the expense form for them to check and submit. Auto-approve expense reports appears only when auto-approval is turned on for your company and lets AI evaluate wellness expense reports (for example gym memberships) and approve or decline them from the receipt. Its switch reads Unavailable until receipt scanning is on, and the chip beside its title says Needs receipt scanning; once scanning is on the chip reads Ready.
• Documents and the assistant. The second group holds Company file context, which lets AI read the files you upload under Company Files (PDF, Word, Excel, CSV), and CLVR Assistant, which gives employees an Assistant tab where they can ask about your policies. The assistant needs company file context, shown the same way with a Needs company file context or Ready chip. Inside the assistant's card, two smaller switches let the assistant read each employee's own benefit data, and look at a page an employee shares with it.

Every card has the same shape: the switch before the feature's name, a short description with a few facts as grey chips, a How it works link that expands the detail, and on the right a small window of the real screen showing the feature in use. The window dims while the feature is off.

Enable AI receipt scanning

Receipt scanning lets employees upload a receipt and have CLVR read it and fill in the expense form for them, instead of typing every field by hand. You turn it on once for your whole company, and from then on it applies to every employee who uploads an expense report.

The setting is saved for your whole company, so there is nothing for individual employees to switch on. It takes effect the next time someone uploads an expense report.

Receipt scanning is the foundation for auto-approval: Auto-approve expense reports needs it. Because of that, if you later turn receipt scanning off, auto-approval is switched off with it.

Enable AI auto-approval

When auto-approval is on, CLVR reads the receipt on a qualifying wellness expense report and decides whether to approve or decline it, so simple, clear-cut claims clear in seconds instead of waiting in a queue. It only acts when it is confident, your HR team keeps full access to every report, and any AI decision can be reverted. It builds on receipt scanning, which has to be enabled first. (Auto-approval is gated behind a feature your CLVR contact switches on for your company; if you do not see the section at all, see the troubleshooting below.)

From the next expense onward, qualifying reports are evaluated automatically as soon as employees submit them. Auto-approval is deliberately narrow: it currently evaluates wellness expense reports only, and for each report it can approve, decline, or defer to your HR team. Turning it on does not hand anything over for good. Your HR team keeps full access to every report and can review, revert, or override any AI decision, and every decision is logged with its confidence score and reasoning.

Allow AI to read company files

Company file context lets the AI read your uploaded policy documents. Auto-approval uses them so its decisions also reflect your own expense and benefit rules, and the CLVR Assistant answers employees from them. It is its own card, the first in the Documents and the assistant group, and it does not depend on any other switch.

With company file context on, the text of every file already under Company Files is read once, and every new upload is read when it arrives. Only the text is stored. A list headed Documents the AI can read appears on the card, one row per file, with a status for each: Readable, Reading, or why it cannot be read (No text (scanned), Unsupported format, Could not be read). Scanned PDFs with no text layer, images and Apple formats cannot be read and are listed rather than guessed at. Files in the Shared with CLVR folder are read only if you also switch on Let AI read Shared with CLVR on that card. Then the CLVR Assistant answers from them too, and auto-approval judges receipts against the PDFs in it. That means your employees can ask the Assistant about what is in those files, even though they cannot open them, so leave the switch off if the folder holds payroll exports, contracts or anything else employees should not read.

What an HR user can ask

With read each employee's own benefit data on, an HR user can also ask the assistant about the company: what is waiting for review, who has not used their allowance, who is declined most often, which employee is who. The assistant reads what the Employees, Expenses and Reporting pages show, through the same data, and links the page or the expense it answers from. Employees who are not HR cannot ask about each other; the assistant answers about their own data only.

Let the assistant look at a page an employee shares

Inside the assistant's card, under the employee-data switch, Let the assistant look at a page an employee shares is off until you turn it on. With it on, the assistant can ask to see the page an employee is looking at when their question is about what is on the screen: a greyed-out button, an error notice, a number they point at. The employee decides in the chat, every time, with a card that says what is shared and what is not, and can say no.

What is sent is one snapshot of that page as text, taken only when the employee presses Allow, never a screenshot and nothing outside that page. The assistant sees only what the employee can already see on their own screen: an HR user's screen may show other employees' names and amounts because that HR user can open that screen; an employee's screen shows their own. The snapshot goes to Claude with the question and is not stored anywhere; after a reload the chat shows only that a page was shared, its name and the time.

Off means the assistant answers without seeing the page and asks the employee to describe it instead.

Re-scan your company files

CLVR keeps the policy summary fresh for you automatically, but you can also rebuild it on demand. The Re-scan files button sits under the documents list on the Company file context card once that setting is On.

You do not have to re-scan after every change. CLVR rebuilds the policy summary on its own in three cases:

• The first time you enable Company file context, it scans your existing company files in the background.
• Whenever you upload a new company file.
• Whenever you delete a company file.

These automatic scans run in the background, so it can take a moment before the new summary is in place.

To rebuild it yourself, select Re-scan files. The button shows a loading state while CLVR reads every supported document, then a notification reports the result:

• Documents scanned with policy context extracted. CLVR found expense or benefit policies in your files and built them into the summary the AI uses.
• Documents scanned, no relevant policies found. The files were read successfully, but nothing about expense or benefit rules was found in them. The scan still completed.
• No scannable documents found. You have no company files in a supported format (PDFs and Word documents). The summary is cleared until you add a supported document.

A manual re-scan reads all of your company files at once and replaces the existing policy summary with the new one.

How the switches relate to each other

The two groups on the page are the two dependency chains:

• Receipt scanning is the foundation of the Expenses group. Auto-approve expense reports needs it.
• Company file context is the foundation of the Documents and the assistant group. CLVR Assistant needs it, and the assistant's own two switches, read each employee's own benefit data and look at a page an employee shares, each need the assistant and not each other.
• A dependent card shows a chip beside its title: Ready while what it needs is on, otherwise Needs receipt scanning or Needs company file context, and its switch reads Unavailable.

When you switch a setting off, everything that relied on it switches off in the same moment, before you save:

• Turning off receipt scanning turns off auto-approval.
• Turning off company file context turns off the assistant and its employee-data switch.
• Turning off the assistant turns off its employee-data switch. Company file context stays on.
• Turning off auto-approval on its own changes nothing else.

Turn off receipt scanning

To stop receipt scanning for the whole company, flip the Receipt scanning switch from On to Off and select Save changes. Because auto-approval has no receipt data to work with once scanning is off, CLVR clears it for you in the same step, and the change is saved together. After you save, the next time someone uploads an expense report receipts are no longer read automatically, so the form is not prefilled. Employees enter the details by hand (benefit category, expense date, provider name, organisation number, receipt cost, and VAT rate). The rest of the upload flow is unchanged.

Saving your changes

Nothing on this page is live until you save. A bar reading You have unsaved changes stays at the bottom of the page from the moment you toggle a switch until you save or discard. Toggling a switch, including a switch that flips off automatically because the one above it was turned off, counts as a change.

Saving writes your current AI feature choices together, so all the switches are stored as one set. If you leave the page without saving, nothing is written and your company keeps its previous settings.

Troubleshooting

• I cannot find AI Settings in the sidebar. It sits under the Settings section of the HR sidebar. If you have no HR view at all, ask your HR contact to confirm your access. If the page sent you to your dashboard, your account does not have HR access.
• There is no Save changes button. The bar with it only appears after you change a setting. Flip a switch first, then save. If you toggled and it disappeared, your change is already saved.
• I saw an Error message. If saving fails you get an Error message reading Failed to update settings. Please try again. Your previous settings are kept, so just try Save changes again.
• A switch turned itself off before I saved. Turning off a setting clears the ones that depend on it. That counts as a change, so save to keep it, or select Discard to undo it before saving.
• AI features are not configured. CLVR's AI features all rely on the same AI service. If that service is not set up for your environment, you see a not configured message instead of a result: receipt scanning shows Receipt scanning is not configured. Please contact support., a re-scan returns AI is not configured (missing API key)., and auto-approval simply does not run, leaving affected wellness reports Pending for normal review. This is a setup issue on CLVR's side, not a problem with your settings, your files, or anything you did. Your settings stay saved, and the features come back on their own once the service is available. If it persists, contact CLVR support.

The auto-approval section is missing or its switch is greyed out

The Auto-approve expense reports section only appears once auto-approval is turned on for your company by CLVR. Until then, the page shows the receipt scanning section but no auto-approval section at all. If you do not see it, the feature is not yet enabled for your company; ask your CLVR contact to turn it on, then reload the page.

If you can see the card but its switch reads Unavailable, receipt scanning is off. Turn on Receipt scanning higher up the page, and the auto-approval switch becomes active. The CLVR Assistant card works the same way with Company file context.

Turning the section on is one thing; AI actually evaluating an expense is another. Automatic evaluation currently runs only for companies on a country setup that supports it, which today is Sweden. If your company is set up for another country, the settings can still be shown, but uploaded expenses follow the normal human approval flow rather than being evaluated by AI.

Receipt scanning error messages

When scanning is on, employees see a red Scan failed notification with a short reason if a scan cannot complete. A failed scan never holds anything up: the details form always works by hand, so employees can finish and submit the expense whether scanning ran or not.

• "The scanner could not read this receipt" The most common one. The receipt could not be read clearly enough to extract the fields. A sharper, well-lit photo or the original PDF helps on a retry.
• "The scanner is busy right now" Scanning hit a momentary rate limit. The employee waits a minute and re-uploads, or enters the details by hand.
• "The scanner reads JPEG, PNG and PDF files only" The attached file is a format scanning cannot read. The employee re-saves the receipt as a JPG, PNG, or PDF and uploads again.
• "AI receipt scanning has reached today's limit for your company" Your company has used its scans for the day. Employees fill in the details by hand until scanning is back tomorrow.
• "Receipt scanning is not available right now" This is the one to flag if it keeps appearing. The AI service is not available for your environment, so scanning cannot run at all. Manual entry still works, but the prefill keeps failing until it is resolved. Contact CLVR support.

Only the not available message points to a CLVR-side setup issue. Every other message is about an individual upload and resolves itself on the next, clearer attempt or by entering the details manually.

Company file scan errors

After a re-scan you get either a Scan complete message in green or an Error message in red.

• No scannable documents found. None of your company files are in a readable format. Only PDF, Word, and Pages documents are scanned. Upload your policy as a PDF or Word document and scan again.
• Could not read any documents. Your files are the right type, but none could be retrieved from storage during this scan. This is usually temporary. Wait a moment and press Re-scan files again.
• Scanned N document(s), no relevant policies found. CLVR read your documents but found no expense or benefit policy text in them. Add a document that states your expense or wellness rules, then scan again.
• AI is not configured (missing API key). The AI service is not available for the scan. This is a platform setting, not something you can change here. Contact CLVR support.
• Failed to scan company files. An unexpected error happened while CLVR was analysing the documents. Press Re-scan files to try again. If it keeps failing, contact CLVR support.

A successful scan replaces the previous policy summary. A run that finds no policies (or no scannable files) stores an empty summary, so AI falls back to your category rules until a usable document is scanned.