Expense Reporting System

Make every expense easy to submit and review.

Expense reporting software for receipt capture, policy checks, approval routing, reimbursements and corporate card reconciliation.

Start now Download agent
My DraftsExpenseReports
YouStatusDraftHeldRejected
Report NumberReport TitleReport DateTotal AmountViolation CountStatus
ER-55874Draft er-86223 Sep35,007.6840Draft
ER-85238Held er-81809 Sep6,045.0324Held
ER-67722Rejected er-94806 Sep22,364.5140Draft
ER-55379Draft er-23321 Sep20,652.0637Held
ER-50233Held er-29927 Sep17,294.0025Draft
ER-10944Rejected er-60824 Sep35,083.6114Rejected
Expense capture →

Illustrative records derived from the system specification.

Explore the specification

Built for the way your team works

Finance teams, managers and employees managing business expenses and reimbursements.

Defined tables
18
Operational views
16
Defined roles
7
Reports
8

Defined in the planned system specification.

What’s inside.

Expense reporting software for receipt capture, policy checks, approval routing, reimbursements and corporate card reconciliation.

Make expense work easier for everyone

My DraftsExpenseReports
YouStatusDraftHeldRejected
Report NumberReport TitleReport DateTotal AmountViolation Count
ER-55874Draft er-86223 Sep35,007.6840
ER-85238Held er-81809 Sep6,045.0324
ER-67722Rejected er-94806 Sep22,364.5140
ER-55379Draft er-23321 Sep20,652.0637
ER-50233Held er-29927 Sep17,294.0025
ER-10944Rejected er-60824 Sep35,083.6114
Expense capture →
Reports Awaiting My ApprovalExpenseReportsbusiness-purpose approval waits for the manager
SubmittedYou
  • ER-50134 Submitted er-829 32 8 d
  • ER-94429 Submitted er-689 40 11 d
  • ER-77463 Submitted er-909 28 in 12 d
  • ER-59471 Submitted er-683 14 9 d
  • ER-29956 Submitted er-252 24 10 d
ER-50134
Submitter
AJ
ReportTitle
Submitted er-829
ReportDate
09 Sep
TotalAmount
37,454.05
ViolationCount
32

Business-purpose approval waits for the manager.

Approval workflow →
Reports Awaiting FinanceExpenseReportsexpense review waits for the finance reviewer
ApprovedByMgrall required prior Managerconditional Controller decisions for SubmissionRevision are Approved
  • ER-43681 ApprovedByMgr er-310 29
  • ER-61623 ApprovedByMgr er-269 30
  • ER-47607 ApprovedByMgr er-590 4
  • ER-73681 ApprovedByMgr er-393 2
  • ER-31656 ApprovedByMgr er-828 7
ER-43681
Submitter
VL
ReportTitle
ApprovedByMgr er-310
TotalAmount
35,011.81
ApprovedAmount
12,625.87
OOPAmount
12,279.74

Expense review waits for the finance reviewer.

High-Value ReportsExpenseReports
HighValue = TRUEStatusApprovedByMgrApprovedByFinance
ApprovedByMgr
ER-93404ApprovedByMgr er-44710 violation count
ER-63948ApprovedByMgr er-16922 violation count
ER-14851ApprovedByMgr er-1315 violation count
ApprovedByFinance
ER-61937ApprovedByFinance er-20225 violation count
ER-47214ApprovedByFinance er-80632 violation count
ER-89210ApprovedByFinance er-47122 violation count
Top Policy Violations This MonthPolicyViolations
Status Open Blocking or AcknowledgedAt >= start-of-month
Open
PV-50633JST-665
PV-42500JST-675
PV-20311JST-783
Blocking
PV-43613JST-572
PV-15829JST-164
PV-47577JST-812
Expense policies →
My SubmittedExpenseReports
YouStatusSubmittedApprovedByMgrApprovedByFinanceReimbursed
Report NumberReport TitleSubmitted AtTotal AmountApproved Amount
ER-16534Submitted er-83225 Sep3,836.9711,507.52
ER-82134ApprovedByMgr er-98106 Sep45,950.9245,125.65
ER-43114ApprovedByFinance er-86024 Sep29,956.8829,841.27
ER-91233Reimbursed er-44026 Sep24,046.8324,374.49
ER-13021Submitted er-32217 Sep21,495.406,445.86
ER-40914ApprovedByMgr er-74528 Sep38,493.6325,054.11
Unmatched Card TransactionsCardTransactions
YouUnmatched
Transaction DateMerchant NameAmountMCCRaw Description
05 SepMerchant 40935,930.81MCC-280Unmatched ct-756
11 SepMerchant 65031,817.19MCC-100Unmatched ct-661
04 SepMerchant 10529,046.56MCC-869Unmatched ct-515
13 SepMerchant 9092,594.58MCC-624Unmatched ct-579
03 SepMerchant 67022,332.89MCC-915Unmatched ct-296
14 SepMerchant 53022,184.48MCC-110Unmatched ct-919
Corporate cards →
Open Card ReconciliationsCardReconciliations
StatusInProgressUnbalancedBalanced
Reconciliation NumberCardStatement Period StartStatement Period EndStatement Balance
CR-54661CC-879613 Sep15 Sep21,795.87
CR-26417CC-940125 Sep29 Sep3,600.88
CR-51544CC-215105 Sep10 Sep40,980.79
CR-25316CC-462613 Sep17 Sep2,759.48
CR-51237CC-550125 Sep29 Sep21,241.08
CR-24213CC-132810 Sep16 Sep7,561.49
Corporate cards →
Reports Held for AgingExpenseReports
HeldReportDate < today − 90 days
Report NumberSubmitterReport TitleReport DateTotal Amount
ER-90491PPHeld er-64818 Jun3,842.81
ER-63663GLHeld er-63218 Jun8,966.18
ER-22035TZHeld er-61418 Jun46,418.60
ER-87931ACHeld er-43418 Jun20,575.53
ER-19309HGHeld er-85618 Jun22,546.44
ER-43922BSHeld er-62918 Jun41,150.53
Pending ReimbursementsReimbursements
StatusPendingScheduled
Reimbursement NumberEmployeeReportAmountReimbursement Method
RMB-19808GTER-9018533,228.45PayrollAddOn
RMB-33536VGER-6484430,552.70SeparateACH
RMB-51940YMER-4941617,900.92PayrollAddOn
RMB-33995VHER-471443,077.92SeparateACH
RMB-71913XYER-3113844,594.69PayrollAddOn
RMB-55913EXER-2727035,337.56SeparateACH
Reimbursements →
Approved Expense LinesExpenseLines
ApprovedReport.ApprovalComplete = TRUE
Line DateReportCategoryVendorAmount
08 SepER-10242EC-6248VND-22137,007.35
12 SepER-14711EC-1645VND-17830,846.21
16 SepER-18788EC-2884VND-61134,879.19
13 SepER-70528EC-2561VND-26930,096.69
29 SepER-47924EC-4158VND-43145,705.71
16 SepER-96819EC-5285VND-35826,531.11
Card Matching BacklogCardTransactions
StatusUnmatchedDisputed
CardTransaction DateMerchant NameAmountMatched Expense Line
CC-429304 SepMerchant 71037,636.14EL-9010
CC-846108 SepMerchant 20640,270.17EL-3840
CC-896804 SepMerchant 39347,357.14EL-1069
CC-860712 SepMerchant 13420,111.74EL-7058
CC-827604 SepMerchant 95610,920.18EL-6450
CC-824203 SepMerchant 60211,636.26EL-9562
My Reimbursement StatusReimbursements
You
Reimbursement NumberReportAmountReimbursement MethodStatus
RMB-84417ER-284326,587.30PayrollAddOnPending
RMB-85992ER-8034220,759.15SeparateACHScheduled
RMB-92775ER-5150615,788.51PayrollAddOnPaid
RMB-73909ER-6718812,284.85SeparateACHReturned
RMB-24508ER-5619635,369.53PayrollAddOnPending
RMB-96973ER-6314331,329.59SeparateACHCancelled
Reimbursements →
Mileage Log (YTD)MileageEntries
EntryDate >= start-of-year
Entry DateVehicle.EmployeeVehicleFrom AddressTo Address
15 SepVHC-514VHC-2115T-10H-15
12 SepVHC-213VHC-5804X-10U-3
13 SepVHC-679VHC-4137P-8M-20
05 SepVHC-942VHC-8676C-18T-3
05 SepVHC-414VHC-6287S-3T-2
07 SepVHC-499VHC-8188L-10N-12
Mileage and travel →
M&E Detail (Current Period)MealsAndEntertainment
ExpenseLine.LineDate >= start-of-month
Expense LineClassificationBusiness PurposeAttendee NamesAttendee Count
EL-8118Meal-TravelBP-270AN-84826
EL-1823Meal-ClientBP-364AN-48739
EL-7441Entertainment-ClientBP-457AN-12317
EL-1285Meal-OfficeBP-896AN-27827
EL-3683Meal-ConferenceBP-573AN-53939
EL-7967Meal-TravelBP-226AN-52216
Controller Decisions PendingExpenseApprovalStepshigh-value decision waits for the controller / cfo
ControllerPendingYou
ReportReport RevisionStep NumberStep TypeApprover
ER-26516880660ControllerXV
ER-80246350660ControllerMJ
ER-77540610280ControllerCY
ER-79476370690ControllerLM
ER-31598870850ControllerKY
ER-38385530880ControllerJJ

Keep evidence, decisions and payments together

Spend by Categorydrill-down

Approved spend rolled up by ExpenseCategories.Group → Category for a selected period. Drills into Department × Submitter and into the per-line ExpenseLines grain. The Controller's monthly landing view; sets the M&E budget conversation.

opens Approved Expense Lines →
Approved Expense LinesExpenseLines
Line DateReportCategoryVendorAmount
08 SepER-10242EC-6248VND-22137,007.35
12 SepER-14711EC-1645VND-17830,846.21
16 SepER-18788EC-2884VND-61134,879.19
13 SepER-70528EC-2561VND-26930,096.69
EL-73463ExpenseLines
  1. NotRequired
  2. Missing
  3. Attached
  4. Verified
Report
ER-10242
LineDate
08 Sep
Category
EC-6248
Vendor
VND-221
Amount
37,007.35
BillableTo
BT-251
Department
DPR-475

ownerFinance Reviewer

approved

Go from the big picture to the details behind it. Open any record to see its status, owner and history.

Illustrative records. Connections and approval states follow the authored specification.

From the first receipt to confirmed reimbursement

Make every expense easy to submit and review.

Illustrative previews from the system specification.

Capture Checkpolicy Submit Managerapproval approval Financereview approval Reimburse
Shapes describe the work. Approval steps are human tasks.
  1. 01

    Capture

    Keep the purchase, journey and original evidence together.

    Capture and submit expenses
    My DraftsDraft
    Report NumberReport TitleReport DateTotal Amount
  2. 02

    Check policy

    Explain what needs attention before submission.

    Capture and submit expenses
    Top Policy Violations This Month
    Rule TypeSeverityExpense LineExceeded By
    Single Meal Cap
  3. 03

    Submit

    Send a stable report revision to the right reviewer.

    Capture and submit expenses
    My SubmittedSubmitted
    Report NumberReport TitleSubmitted AtTotal Amount
  4. 04

    Manager approval

    Review the business purpose within direct-report scope.

    Manager reviews the submitted business case; high-value claims also require the configured Controller step.

    Approve and reimburse expenses
    Reports Awaiting My ApprovalSubmitted
    Report NumberSubmitterReport TitleReport Date
  5. 05

    Finance review

    Verify evidence, policy and eligible amounts.

    Finance Reviewer completes policy and amount review after the required prior decisions.

    Approve and reimburse expenses
    Reports Awaiting FinanceApprovedByMgr
    Report NumberSubmitterReport TitleTotal Amount
  6. 06

    Reimburse

    Follow the selected route to confirmed employee payment.

    Approve and reimburse expenses
    Pending ReimbursementsPending
    Reimbursement NumberEmployeeReportAmount

Give every approval a clear owner

Decision checkpoints where approval stays with your team.

Finance review

Finance Reviewer completes policy and amount review after the required prior decisions.

Approve and reimburse expenses
Reports Awaiting FinanceApprovedByMgr
Report NumberSubmitterReport TitleTotal Amount

Keep expense decisions accountable

Human approval and system automation have different jobs.

Approval required

Manager approval

Manager reviews the submitted business case; high-value claims also require the configured Controller step.

Approval required

Finance review

Finance Reviewer completes policy and amount review after the required prior decisions.

System control

Approval routing

System control

Transaction matching

System control

Expense audit

Automated check

Receipt capture on uploaded receipts. Workflow receipt-ocr-on-upload — appEventTrigger on Receipts.record.created → invokes the OCR provider, writes back OCRVendor / OCRDate / OCRTotal / OCRMerchantTaxID / OCRConfidence, autofills the ExpenseLine on high-confidence parse, routes LowConfidence / Failed back to the submitter for manual confirmation.

Automated check

Card feed imports with issuer identity checks. Workflow card-transaction-feed-import — scheduleTrigger daily 04:00 ET → calls the card-program API per active CorporateCards, dedupes by FeedRefID, writes new CardTransactions with Status: Unmatched, emails each Cardholder a justification queue summary.

Automated check

Transaction matching against expense evidence. Workflow card-txn-to-expense-line-match — appEventTrigger on CardTransactions.record.created and ExpenseLines.record.created/updated (PaymentMethod = CorporateCard) → deterministic matcher (CardLast4 + Amount + TransactionDate ±2 days) then fuzzy matcher (MerchantName ILIKE Vendor); on unique match flips Status: Unmatched → Matched; on conflict surfaces candidates to the Cardholder.

Automated check

Mileage calculations from the recorded journey. Workflow mileage-calculation-from-google-maps — appEventTrigger on MileageEntries.record.created/updated (FromAddress + ToAddress set, Miles blank) → calls Google Maps Distance Matrix, writes Miles, resolves the active MileageRates row by EntryDate and the applicable effective interval, computes CalculatedReimbursement.

Automated check

Policy checks on submitted expenses. Workflow policy-violation-flag — appEventTrigger on ExpenseLines.record.created/updated and on ExpenseReports.record.updated (Status: Submitted) → evaluates active PolicyRules scoped to the submitter, writes one PolicyViolations row per breach with Severity = Soft / Hard / Block; Hard requires Justification before submission, Block prevents submission.

Approval workflow

Approval routing to the assigned reviewers. Workflow expense-report-approval-routing — appEventTrigger on ExpenseReports.record.updated (Status: Draft → Submitted) → creates the first ExpenseApprovalSteps row (Manager), inserts a Controller decision on HighValue = true before final Finance review, handles approve / reject / hold transitions.

Automated check

Accounting handoff after complete approval. Workflow gl-post-on-approval — appEventTrigger on ExpenseReports.record.updated (Status: ApprovedByFinance) → aggregates ExpenseLines by GLAccount × BillableTo × Department, posts a balanced JE to fin-accounting under a stable source identity, with AP receiving only a settlement reference for costs already recognized; alternatively AP owns that cost and the expense JE omits it; M&E lines are memo-tagged for the reviewed tax classification.

Automated check

Reimbursement tracking through the selected payment route. Workflow reimbursement-via-payroll-or-ap — appEventTrigger on ExpenseReports.record.updated (Status: ApprovedByFinance, ApprovalComplete = true, EmployeePayableAmount > 0) → branches on ExpensePolicies.ReimbursementChannel: PayrollAddOn creates Payroll OneTimePayments and writes PayrollOneTimePaymentRef; SeparateACH creates AP PaymentsMade and writes PaymentRunRef; advances Reimbursements.Status as the downstream cycle confirms.

Automated check

Pattern checks on expense evidence. Workflow fraud-pattern-detection — scheduleTrigger nightly 02:00 ET → scans trailing-90-days submissions for duplicate receipts, split transactions, out-of-window receipts, mileage-over- Maps overrun, and round-number meals under the receipt-required threshold; writes PolicyViolations with RuleType: FraudPattern, pages the Finance Reviewer dashboard.

Automated check

receipt-expiry-warning — scheduleTrigger weekly Monday 09:00 ET → emails submitters of Draft ExpenseReports older than 60 days; flips reports older than 90 days to Status: Held requiring Finance Reviewer override to submit (company-configured aging rules, not a universal tax deadline). Integrations: inbound from the card program (AmEx Corporate, Visa Commercial, Mastercard Corporate) for the daily CardTransactions feed; from the OCR provider for receipt parsing; from Google Maps Distance Matrix for mileage; from the GSA per-diem publication for the annual PerDiemRates refresh; from the IRS standard-mileage-rate publication for the annual MileageRates refresh; from PM Projects for the BillableTo project list. Outbound to fin-accounting (GL postings on approval), to Payroll (OneTimePayment creation for PayrollAddOn reimbursements), to fin-bill-pay-ap (Bills + PaymentsMade for SeparateACH OOP reimbursements and for monthly corporate-card statement settlement), to the document store (receipt images / PDFs, signed expense report PDFs), and to email (approval notifications, card-transaction-needs- justification pings, reimbursement-paid notices, receipt-expiry warnings).

The right workspace for your expense team

Reports Awaiting FinanceApprovedByMgr
Report NumberSubmitterReport TitleTotal Amount

Controller / CFO

Oversight role. Reviews high-value reports, audits PolicyViolations trends, signs off CardReconciliations, and owns the relationship with the card program and the reimbursement-channel decision (PayrollAddOn vs SeparateACH).

Approved Expense LinesApproved
Line DateReportCategoryVendor

Audit

Read-only seat for periodic audit sampling — internal Audit team, external auditor, or controls reviewer. Full visibility across the expense surface; access is audit-logged at the row level.

See where spending and reimbursements stand

Start with the question. Follow it to the records behind the answer.

All reports and dashboards

Prepare expense work with an agent

Let your AI agent help with everyday work. Set its permissions during setup and keep approvals with your team.

Expense Reporting SystemShared data, controlled access Inbound connectionsEmployee directoryin Corporate-card feedin Receipt OCRin Maps and travel ratesin Outbound connectionsFinance accountingin and out Payroll and accounts...Reimbursements ↕ Project and document...out Your agent
  • Inbound connections
    • Employee directoryin
    • Corporate-card feedin
    • Receipt OCRin
    • Maps and travel ratesin
  • Outbound connections
    • Finance accountingin and out
    • Payroll and accounts payableReimbursements, CardReconciliations · in and out
    • Project and document servicesout
  • Agents
    • Your agentWorks within the permissions you assign
Explore integrations →

Your agent works within the permissions you assign.

List the work that needs attention. Keep the approval with the assigned reviewer.

Download agent Agent setup guide
Illustrative exampleAfter configuration
$ curl -fsSL https://www.erp.ai/skill.md

› open Expense Reporting System and list records waiting on manager approval
Expense to reimbursement · records listed with owner and age

› approve the first one at manager approval, as its approver
Approval requiredWaiting for the assigned reviewer
FAQ

Your questions, answered.

How the system works, what you can configure and how to get started.

How do I get started?

Select Start now to create your account. Explore the system specification, or use Proto to configure it for your business.

Can employees submit receipts from different sources?

Receipts retains uploaded images, PDFs and supported forwarded email, with configured OCR suggestions. The employee confirms the extracted details and keeps the original evidence connected to the report.

Are company-card charges reimbursed to employees?

No. Company-paid charges remain part of the issuer liability. Eligible approved OutOfPocket, Mileage and PerDiem lines contribute to the employee payable. A mixed report preserves that separation.

Does every report need Controller approval?

The configured high-value threshold adds a Controller decision before final Finance approval. Ordinary reports follow the manager and Finance route. Card statement reconciliation has its own Controller sign-off.

What happens when a report changes after approval?

Material changes create a new SubmissionRevision and reroute the required decisions. Earlier decisions remain attached to their original revision and cannot authorize the changed claim.

How are mileage and per-diem rates applied?

Use reviewed references for the expense date and applicable scope under the company’s policy. Preserve the approved rate basis when later tables change. Do not claim the same covered cost through both an allowance and an actual-cost line.

When is a reimbursement paid?

Only a downstream confirmation identifying the actual reimbursement payment sets Paid. An API acknowledgment, scheduled date or closed payroll run alone is insufficient. Reconcile a returned payment before replacement.

Does matching a card transaction approve its statement?

No. Matching connects the issuer charge to expense evidence. Finance prepares the statement balance, Controller signs the reconciliation, and AP confirms the separate payment outcome.

Does the system guarantee tax compliance?

The system stores evidence and configured classifications for review. Reimbursement eligibility and tax deductibility are different decisions. The organization must maintain the applicable dated rules and verify its actual treatment.

Is the application already running?

This website and the paired skills describe the authored system. Download Proto to configure the application, connect the chosen providers and review the acceptance evidence before launch.

Implementation

Start with a small policy and employee population you can reconcile.

Read the implementation plan
  1. 01

    Confirm the policy

    Controller / CFO agrees eligible methods, date-effective rules, exception authority and high-value thresholds.

    Controller / CFO
  2. 02

    Prepare the records

    Finance Reviewer reconciles employee identities, managers, open claims, card activity and opening statement balances.

    Finance Reviewer
  3. 03

    Configure permissions

    Admin applies own-report, direct-report and sensitive-field scope. Controller / CFO verifies independent decisions and delegation.

    Controller / CFO
  4. 04

    Connect the payment routes

    Finance Reviewer agrees the accounting owner and selected payroll or AP channel, including identity, acknowledgments and returns.

    Finance Reviewer
  5. 05

    Run the pilot

    Employee and Manager trace mixed-method claims, mileage rate boundaries, returned revisions and conditional Controller decisions.

    Manager
  6. 06

    Reconcile and expand

    Controller / CFO compares approved employee amounts, confirmed payments and approved card statements before expanding the population.

    Controller / CFO

Pricing

The base account and ordinary manual work in ERP.AI's official interface are $0. Viewing, searching, creating, editing, approving, deleting and exporting records in that interface do not consume read or write credits. There is no per-user fee.

Machine work: external API-key requests, imports, workflows, agents and scheduled jobs. Successful external API-key reads and writes use the operation rates below. Starting a managed execution from the interface still starts that metered service.

Pricing and account rules
Credit rate card
Machine workIncluded per $1 of credit
List/filter or get record calls20,000
Search or aggregate calls4,000
CSV or PDF exports100
Record writes4,000
Imported or synced records200,000
File upload in MB2,000
Workflow runs2,000
Code-node compute beyond included in CPU-sec12,000
Agent executions2,000
Scheduled jobs or webhook activations20,000

Read and write rates apply to successful external API-key requests. Ordinary manual work in the ERP.AI interface is $0.

prepaid creditsSmallest pack $5, purchased credits never expire.

Go deeper

Explore the complete system.

Follow the operating model from the process to the people, records and decisions behind it.

Reference

ERP•AI workspace

Make it work your way.

Use Proto to configure this system for your business. Review fields, rules and approvals before releasing changes.

Start now Download agent

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Subscription Billing

Turn recurring plans and product usage into clear customer billing.

  • Versioned subscription plans
  • Tiered pricing
  • Subscription changes
  • Usage metering
  • Proration
  • Recurring invoicing
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FinancePlanned

Commission Calculation

General ledger, ap and ar and bank reconciliation, in one system.

  • Journal approvals
  • Aging
  • Accruals
  • Fixed assets
  • Trial balance
  • Consolidation
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FinancePlanned

Crypto/Digital Asset Accounting

General ledger, ap and ar and bank reconciliation, in one system.

  • Journal approvals
  • Aging
  • Accruals
  • Fixed assets
  • Trial balance
  • Consolidation
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Download nowFree install · ~1 GB · AI usage extra