AI per Aziende is an Italian studio that builds custom AI tools for companies that send technicians, installers and crews away from base. Employees send receipt photos and voice notes on WhatsApp or Telegram; the AI drafts the expense report, links each cost to the job and keeps lodging and weekly shifts in one place. You or your office approve reimbursements and schedules. It starts with a free 30-minute intro call.
The foreman comes back after three weeks on site with a bag of crumpled receipts, half of them with no readable date. Your office spends two days working out who spent what, on which site and for which job.
Fuel, meals and hotel nights get paid, but they rarely land on the right job. When you compare the quote with what the work really cost, travel is the line nobody can explain.
The job moves by a week, the crew changes, and someone has to find three rooms near the site for Monday. You ring round, book what's left, and the list of who's sleeping where lives in one person's head.
Shifts, Friday returns and crew swaps all travel through crowded WhatsApp groups. When a client asks who's arriving on Tuesday, a confident answer takes three phone calls.
Employees snap the receipt and send a voice note on WhatsApp or Telegram: the AI reads amount, date and category, links it to the job and drafts the expense report. Your office checks and approves it.
When a receipt is unreadable, has no date or doesn't match your expense policy, the AI asks the employee straight away, while they still remember, instead of your office chasing it weeks later.
We set up your company's policy: actual expenses, a daily allowance or a mix, with the limits you agree with your accountant. The AI applies the policy to every trip and drafts the summary.
Bookings, addresses and who's sleeping where go into a single list, kept up to date from the messages of whoever books. When a shift changes, the AI flags which rooms need moving.
Every Sunday evening the AI drafts a message for each employee with site, departure time, lodging and crewmates. You approve it and it goes out to everyone.
If part of how you manage travel isn't handled by off-the-shelf tools, we build it: custom software is our trade. We start from how your crews really work.
Three steps, and the first one is a no-strings conversation.
Thirty minutes online. Tell us how many people travel for you, how receipts and bookings reach the office today and where the hours go. Together we work out what AI can do, and if it can't help, we say so.
We build a first version with your expense policy, your jobs and one real month of receipts. You see the result on your own data before deciding anything.
Crews use it from their phones and the office from a computer; we fine-tune it together in the first weeks. The AI drafts reports, summaries and messages: nothing becomes a reimbursement without the company's approval.
Every expense report, summary and weekly schedule is approved by a person at your company. Prompts about a missing or unclear receipt go straight to the employee, because they help on the day. Tax rules stay with you and your accountant.
Assistants on WhatsApp and Telegram, programs that work on your company's data, automatic reports: we build the tool you need, starting from the practical problem.
Receipts, job codes and crew movements are used only by your tool, never to train other models. If we part ways, you keep the software and its code.
Capture every expense on the day, not at month end. With the tool we build, employees send a receipt photo and a short note on WhatsApp or Telegram; the AI reads the amount, date and category, links it to the job and drafts the report. Your office checks and approves it, with nothing to retype and no bag of receipts to sort.
There are good off-the-shelf expense tools, and plenty of companies do fine with them. If your crews work on sites, send everything over WhatsApp and change plans every week, a custom tool built around those habits usually fits better. On the free intro call we tell you honestly whether you need custom work or an existing product.
Yes. We configure your own policy: reimbursing actual receipts, paying a daily allowance, or a mix, with the limits you set with your accountant. The AI applies those rules to every trip and drafts the summary. It doesn't decide tax treatment for you; it applies the rules your company has chosen, consistently, to every employee.
Not directly. We don't currently plug into existing payroll or accounting systems. We produce monthly summaries per employee and per job, as PDFs or files you pass to your payroll provider or accountant, who uses them as they do today. You change how expenses are collected without touching the rest of your setup.
For Italian employers, since 2025 reimbursed meals, lodging and taxi or private-hire rides are tax-free for the employee, and deductible for the company, only when paid by traceable means such as card or bank transfer. Trains and flights are outside that rule. The tool flags receipts without traceable payment on the day they arrive.
The price follows the size of the job. A tool that turns receipt photos into expense reports for ten technicians is smaller than one that also tracks hotels, shifts and per-job travel costs for several crews, so there's no fixed price list. In a free 30-minute intro call we look at how your crews travel today and quote a clear figure before anything is built.
Receipt photos, expenses and crew movements are used only to run your company's tool: we don't hand them over to train other models. The code stays yours even if you stop working with us. Expense reports, summaries and weekly schedules go out only after a person at your company approves them; the one automatic message is the prompt to an employee when a receipt is missing or unclear.
A free 30-minute intro call: tell us how you handle travel, expenses and lodging today, and we'll tell you what AI can take on and what it can't. No obligation.
Thank you. We'll write to you to set up the call: we reply within 4 hours on working days (Italian time).
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