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, and letting the AI read your company files for context. The three features stack on top of each other, so 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:
Sign in and switch to the HR view.
In the sidebar, look under the Settings section.
Select AI Settings (the item with the sparkle icon). The breadcrumb at the top of the page reads Settings then AI Settings.
The page header is AI Settings, with the subheading "Configure AI-powered features for receipt scanning and expense auto-approval."
Only members of your HR team can open this page. If someone without HR access follows a link to it, CLVR sends them to their dashboard instead.
What you see on the page
The page is a single column you read top to bottom.
- Data and privacy. A panel at the top that applies to every AI feature below it. It explains what data is and is not sent, that AI features are powered by Claude (Anthropic), that your data is not used to train models, and links to the privacy policy and Trust Center. This panel is information only, with nothing to toggle.
- Allow AI to scan and prefill receipts. The first card, with a single switch (Enabled or Disabled) and a How receipt scanning works note. This 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. A second card that appears only when auto-approval is turned on for your company. It lets AI evaluate wellness expense reports (for example gym memberships) and approve or decline them from the receipt. Its switch stays greyed out until receipt scanning is on above, with a note saying "Enable receipt scanning above to use auto-approval."
- Company file context. A smaller toggle that appears inside the auto-approval card once auto-approval is on. It lets AI read your company files (PDFs, Word documents) so it understands your expense policies when it judges a report. When it is on, a Re-scan company files button appears.
The Auto-approve expense reports card is only there if auto-approval is available for your company. If you do not see it, your company has receipt scanning but not auto-approval, and that is expected.
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.
On the Allow AI to scan and prefill receipts card, flip the switch from Disabled to Enabled. The label next to the switch updates to show its current state.
A Save changes button appears at the bottom of the page once you make a change. Select it to save. You see a Settings updated confirmation when it is stored.
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 starts Disabled for every company. Until you enable it and save, employees enter their expense details by hand.
Receipt scanning is the foundation for the other AI features: Auto-approve expense reports and Company file context both need it. Because of that, if you later turn receipt scanning off, those dependent features are 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.)
Scroll to Auto-approve expense reports.
Switch the toggle to Enabled. If it is greyed out, turn on Allow AI to scan and prefill receipts higher up the page first.
Select Save changes. The save button appears once you have an unsaved change, so if you do not see it, your settings are already saved.
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.
Auto-approval reuses the same receipt image AI already reads for scanning. CLVR sends the receipt and the expense details, never employee names, emails, or data from other reports.
Allow AI to read company files
Company file context goes one step further than the standard wellness rules: it lets the AI read your uploaded policy documents so its decisions also reflect your own expense and benefit rules. It is an optional sub-setting that sits underneath auto-approval, and it only appears once Auto-approve expense reports is turned on, because it builds on auto-approval.
In the Company file context section, set the switch to Enabled.
Select Save changes at the bottom of the page. The button only appears once you have made a change. Once saved, a confirmation appears and the setting is live.
With company file context on, before the AI evaluates a wellness expense it reads your uploaded Company Files (PDFs and Word documents only) to learn your expense and benefit policies. It builds a short policy summary from those documents and applies it in addition to the standard wellness approval criteria. Images and spreadsheets are skipped.
The first time you enable this, CLVR automatically scans your existing company files in the background to build that policy summary. It can take a moment before the context is ready, so a brand-new setup may not reflect your documents immediately.
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 company files button appears in the Company file context section once that setting is Enabled.
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 company 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 controls stack, so the page only shows what is relevant:
- Receipt scanning is the foundation. Auto-approve expense reports and Company file context both need it.
- Turning Allow AI to scan and prefill receipts off also clears auto-approval and company file context.
- Turning Auto-approve expense reports off also clears company file context.
- Company file context is only visible while auto-approval is on.
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 both auto-approval and company file context.
- Turning off auto-approval turns off company file context. Receipt scanning stays on.
- Turning off company file context on its own changes nothing else, since nothing depends on it.
This only cascades downward, and it does not reverse on its own. Turning a higher setting back on later does not re-enable the ones it switched off: you turn each one back on yourself, in order, and save again.
Turn off receipt scanning
To stop receipt scanning for the whole company, flip the Allow AI to scan and prefill receipts switch from Enabled to Disabled and select Save changes. Because auto-approval and company file context have no receipt data to work with once scanning is off, CLVR clears them 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. The Save changes button is hidden until you actually change something, then appears at the bottom right the moment you toggle one of the switches. Toggling a switch, including a switch that flips off automatically because the one above it was turned off, counts as a change and brings the button back.
Set the switches the way you want them.
Select Save changes at the bottom right. The button shows a loading state while it works.
Wait for the confirmation. On success a Settings updated message appears with the text General settings have been saved. The button then disappears again because there are no longer unsaved changes.
Saving writes your current AI feature choices together, so receipt scanning, auto-approval, and company file context are all 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. 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 reload the page 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 section but the switch will not turn on, receipt scanning is off. Turn on Allow AI to scan and prefill receipts higher up the page, and the auto-approval switch becomes active. The same applies to the Company file context option: it only appears underneath auto-approval once auto-approval is enabled.
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.
- "Failed to scan receipt. Please enter details manually." 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 messages "No extraction result from receipt." and "Could not parse receipt data." point to the same outcome.
- "Too many requests. Please try again shortly." Scanning hit a momentary rate limit. The employee waits a little and re-uploads, or enters the details by hand.
- "Unsupported file type. Use JPEG, PNG, or PDF." The attached file is a format scanning cannot read. The employee re-saves the receipt as a JPG, PNG, or PDF and uploads again.
- "Receipt scanning is not configured. Please contact support." This is the one to flag. The AI service is not set up 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 configured 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 company 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 company 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.