Expense Reporting System · Available now

Make every expense easy to submit and review.

Expense Management is the system of record for what employees spend on the company's behalf and how the company pays them back (or reconciles the corporate card statement). It captures the messy raw material — a phone snap of a steakhouse receipt, a swipe on a company Visa, a 47-mile drive to a client site — and turns it into clean, policy-checked, GL-coded, audit-ready Expense Reports.

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No per-user fees
Manual work is free
Configure it in Proto

OverviewMy Drafts

Expense Reporting System · Expense reports

My Drafts

Expense reports in one list

New expense report

Expense reports in view

Total amount

136,447

Draft

Held

Report number	Report title	Report date	Total amount	Violation count	Status
ER-55874	Denver client workshop travel	29 Oct	35,007.68	40	Draft
ER-85238	May regional sales visits	15 Oct	6,045.03	24	Held
ER-67722	Quarterly planning offsite	12 Oct	22,364.51	40	Draft
ER-55379	Field service trip to Reno	27 Oct	20,652.06	37	Held
ER-50233	Supplier audit in Spokane	02 Nov	17,294.00	25	Draft

6 of 6 records

Denver client workshop travelExpense reports · ER-55874

Draft

Report date29 Oct

Total amount35,007.68

Violation count40

Manager approvalER-55874 · Denver client workshop travel

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

Waiting for Manager

ApproveReturn

Example screen with sample data

Tables, ready to use: 18
Saved views: 16
Roles with set permissions: 7
Reports and dashboards: 8

Features

Make expense work easier for everyone

Every feature works on the same records. Pick one to see the screen your team works in.

Expense capture

Turn receipts and expense details into a report ready for review.

Capture the evidence while it is available
Separate employee claims from company spending
Submit a stable report for a real decision

Expense reports
Expense lines
Receipts
Card transactions
Mileage entries
Meals and entertainment

Explore expense capture

OverviewReports Awaiting My Approval

Expense Reporting System · Expense capture

Reports Awaiting My Approval

Business-purpose approval waits for the manager

New

Report number	Submitter	Report title	Report date	Total amount	Violation count
ER-50134	Devon Clarke	Denver client workshop travel	15 Oct	37,454.05	32
ER-94429	Marcus Bell	May regional sales visits	12 Oct	10,498.13	40
ER-77463	Ibrahim Diallo	Quarterly planning offsite	04 Nov	29,084.09	28
ER-59471	Marcus Bell	Field service trip to Reno	14 Oct	10,599.82	14
ER-29956	Camila Ortega	Supplier audit in Spokane	13 Oct	38,409.87	24

6 of 6 records

Denver client workshop travelExpense reports · ER-50134

Submitted

SubmitterDevon Clarke

Report date15 Oct

Total amount37,454.05

Violation count32

Example screen with sample data

Expense policies

Make expense rules clear before a report reaches approval.

Apply the policy that governs the expense
Explain warnings and blocked submissions
Review patterns without assuming misconduct

Expense policies
Policy rules
Expense categories
Policy violations
Expense reports
Expense lines

Explore expense policies

OverviewReports Awaiting Finance

Expense Reporting System · Expense policies

Reports Awaiting Finance

Expense review waits for the finance reviewer

New

Report number	Submitter	Report title	Total amount	Approved amount	OOP amount
ER-43681	Sofia Mendes	Denver client workshop travel	35,011.81	12,625.87	12,279.74
ER-61623	Hana Kim	May regional sales visits	35,050.12	6,438.29	30,453.16
ER-47607	Olivia Shah	Quarterly planning offsite	33,685.65	19,438.71	41,208.84
ER-73681	Hana Kim	Field service trip to Reno	14,277.10	27,637.87	43,882.37
ER-31656	Nico Weber	Supplier audit in Spokane	27,297.16	46,630.30	22,577.49

6 of 6 records

Denver client workshop travelExpense reports · ER-43681

SubmitterSofia Mendes

Total amount35,011.81

Approved amount12,625.87

OOP amount12,279.74

Card amount27,093.57

Example screen with sample data

Mileage and travel

Keep travel claims connected to their dates, routes and approved rates.

Record the trip and confirm its distance
Keep the approved rate basis intact
Review the complete travel claim

Mileage entries
Mileage rates
Per diem rates
Vehicles
Expense lines
Expense reports

Explore mileage and travel

OverviewMileage Log (YTD)

Expense Reporting System · Mileage and travel

Mileage Log (YTD)

Mileage entries

New

Entry date	Employee	Vehicle	From address	To address	Miles
21 Oct	Olivia Shah	Devon's pickup, 2021	Office to Denver client site	18 Willow Street, Denver	400
18 Oct	Marcus Bell	Nico's sedan, 2020	Home to regional training center	450 Cedar Road, Reno	330
19 Oct	Camila Ortega	Nico's sedan, 2020	Airport to supplier plant	72 Market Lane, Spokane	300
11 Oct	Ibrahim Diallo	Devon's pickup, 2021	Office to West Ridge depot	310 Ridge Avenue, Phoenix	680
11 Oct	Hana Kim	Nico's sedan, 2020	Hotel to customer workshop	9 Harbor Plaza, Portland	430

6 of 6 records

Olivia ShahMileage entries · ME-89788

Manual miles

Entry date21 Oct

VehicleDevon's pickup, 2021

From addressOffice to Denver client site

To address18 Willow Street, Denver

Miles400

Example screen with sample data

Approval workflow

Give each expense decision a clear owner and a lasting record.

Start with the manager’s business review
Complete every required decision
Preserve the history when work changes

Expense reports
Expense lines
Expense approval steps
Policy violations
Receipts
Employees

Explore approval workflow

OverviewMy Submitted

Expense Reporting System · Approval workflow

My Submitted

Expense reports

New

Report number	Report title	Submitted at	Total amount	Approved amount	Status
ER-16534	Denver client workshop travel	31 Oct	3,836.97	11,507.52	Submitted
ER-82134	May regional sales visits	12 Oct	45,950.92	45,125.65	Approved by mgr
ER-43114	Quarterly planning offsite	30 Oct	29,956.88	29,841.27	Approved by finance
ER-91233	Field service trip to Reno	01 Nov	24,046.83	24,374.49	Reimbursed
ER-13021	Supplier audit in Spokane	23 Oct	21,495.40	6,445.86	Submitted

6 of 6 records

Denver client workshop travelExpense reports · ER-16534

Submitted

Submitted at31 Oct

Total amount3,836.97

Approved amount11,507.52

Example screen with sample data

Reimbursements

Track eligible claims from approval to confirmed payment.

Prepare the approved payable once
Follow the channel chosen for the claim
Reconcile payments, returns and retries

Reimbursements
Expense reports
Expense lines
Expense approval steps
Employees

Explore reimbursements

OverviewPending Reimbursements

Expense Reporting System · Reimbursements

Pending Reimbursements

Reimbursements

New

Reimbursement number	Employee	Report	Amount	Reimbursement method	Scheduled for
RMB-19808	Hana Kim	Field service trip to Reno	33,228.45	Payroll add on	24 Oct
RMB-33536	Fatima Ali	Quarterly planning offsite	30,552.70	Separate ACH	15 Oct
RMB-51940	Ibrahim Diallo	Customer kickoff in Phoenix	17,900.92	Payroll add on	15 Oct
RMB-33995	Arjun Rao	Supplier audit in Spokane	3,077.92	Separate ACH	30 Oct
RMB-71913	Fatima Ali	Supplier audit in Spokane	44,594.69	Payroll add on	20 Oct

6 of 6 records

Field service trip to RenoReimbursements · RMB-19808

Payroll add on

EmployeeHana Kim

Amount33,228.45

Scheduled for24 Oct

Paid at26 Oct

StatusPending

Example screen with sample data

Corporate cards

Match company-card spending and close each statement with evidence.

Match the issuer transaction to its expense
Explain every part of the statement balance
Approve reconciliation before settlement

Corporate cards
Card transactions
Card reconciliations
Expense reports
Expense lines
Receipts

Explore corporate cards

OverviewUnmatched Card Transactions

Expense Reporting System · Corporate cards

Unmatched Card Transactions

Card transactions

New

Transaction date	Merchant name	Amount	MCC	Raw description	Status
11 Oct	Maple Street Hotel	35,930.81	5812 Eating places	MAPLE STREET HOTEL 04/12	Unmatched
17 Oct	Northline Rail Services	31,817.19	7011 Hotels and lodging	NORTHLINE RAIL 04/15	Unmatched
10 Oct	Cedar Grove Bistro	29,046.56	4121 Taxicabs	CEDAR GROVE BISTRO 04/18	Unmatched
19 Oct	Harbor Parking Garage	2,594.58	7523 Parking facilities	HARBOR PARKING 04/21	Unmatched
09 Oct	Summit Taxi Cooperative	22,332.89	4112 Passenger railways	SUMMIT TAXI 04/23	Unmatched

6 of 6 records

Maple Street HotelCard transactions · CT-57426

Unmatched

Transaction date11 Oct

Amount35,930.81

MCC5812 Eating places

Raw descriptionMAPLE STREET HOTEL 04/12

Example screen with sample data

Process

From the first receipt to confirmed reimbursement

Expense to reimbursement ships ready to use. 2 steps need a named approval before the work moves on: Manager approval (Manager) and Finance review (Finance Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

Capture

Keep the purchase, journey and original evidence together.

Denver client workshop travelER-55874
Capture
Check policy

Explain what needs attention before submission.

Denver client workshop travelER-55874
Check policy
Submit

Send a stable report revision to the right reviewer.

Denver client workshop travelER-55874
Submit
Manager approval

Review the business purpose within direct-report scope.

Denver client workshop travelER-55874 · Finance Reviewer
Manager approvalBy Finance Reviewer
ApprovalManager reviews the submitted business case; high-value claims also require the configured Controller step.
Finance review

Verify evidence, policy and eligible amounts.

Denver client workshop travelER-55874 · Finance Reviewer
Finance reviewBy Finance Reviewer
ApprovalFinance Reviewer completes policy and amount review after the required prior decisions.
Reimburse

Follow the selected route to confirmed employee payment.

Denver client workshop travelER-55874
Reimburse

Start with Capture and submit expenses

Inside a record

Keep evidence, decisions and payments together

Open any expense report to see its expense lines, the roles that work on it, its process stages and its approvals on one page.

1
Record details
Report date, Total amount and Violation count.
2
Expense lines
Each line is linked to this expense report.
3
Who works on it
Admin, Controller / CFO and Finance Reviewer, each with their own permissions.
4
Process stages
Expense capture and Submission, with the role that acts.
5
Approvals
Manager approval and Finance review, with who decides.

My DraftsDenver client workshop travel

Expense Reporting System · Expense reports

Denver client workshop travel

Draft

Log activity

Record details

Report date29 Oct

Total amount35,007.68

Violation count40

Expense lines

Denver client workshop travel

Line date	Report	Category
14 Oct	Field service trip to Reno	Airfare
18 Oct	Denver client workshop travel	Airfare
22 Oct	Customer kickoff in Phoenix	Business meals

Expense lines: 6
Total amount: 205,066

Who works on it

AdminFull CRUD on all tables
Controller / CFOCRUD on expense policies, policy rules, card reconciliations
Finance ReviewerCRUD on Reimbursements, card reconciliations, meals…

Process stages

Expense captureCardholder, Employee
SubmissionEmployee, Manager

Approvals

Manager approvalManager
Approved
Finance reviewFinance Reviewer
Waiting

Example screen with sample data

Approvals

Give every approval a clear owner

OverviewApprovals

Expense Reporting System · Overview

Approvals

Signed in as Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine

0 selectedApproveReturn

ER-50134Denver client workshop travel
Requested by Devon Clarke
Submitted2dActions
ER-94429May regional sales visits
Requested by Marcus Bell
Submitted4dActions
ER-77463Quarterly planning offsite
Requested by Ibrahim Diallo
Submitted2dActions
ER-59471Field service trip to Reno
Requested by Marcus Bell
Submitted4dActions

Who approves what

	Decision	Approver
	Manager approvalReview the business purpose within direct-report scope.	Manager
	Finance reviewVerify evidence, policy and eligible amounts.	Finance Reviewer
	Approve expense reports above expense policy high value threshold (the auto-added Controller step in the approval chain)	Controller / CFO
	Sign off card reconciliations (Status: Balanced → Approved)	Controller / CFO

4 approval rules · set per role in Proto

Example screen with sample data

Who can approve what

Roles

A workspace for each role

Everyone opens Expense Reporting System to the work that is theirs. Pick a role to see what it starts with.

Admin

Systems administrator. Owns configuration, integrations, and master data. Not the day-to-day expense submitter or approver.

Full CRUD on all tables
Manage expense categories, expense policies, policy rules, mileage rates, per diem rates, corporate cards master, and the card-program / OCR / Google Maps / Payroll / AP integrations
Provision Cardholder attribute on Employees on card issuance
Cannot approve own expense reports
cannot post a reimbursement without Finance Reviewer sign-off

Controller / CFO

Oversight role. Reviews high-value reports, audits policy violations trends, signs off card reconciliations, and owns the relationship with the card program and the reimbursement-channel decision (payroll add on vs separate ACH).

This is the first screen this role sees.

OverviewReports Awaiting Finance

Reports Awaiting Finance

Expense reports · Controller / CFO

Report number	Submitter	Report title	Total amount	Approved amount	OOP amount
ER-43681	Sofia Mendes	Denver client workshop travel	35,011.81	12,625.87	12,279.74
ER-61623	Hana Kim	May regional sales visits	35,050.12	6,438.29	30,453.16
ER-47607	Olivia Shah	Quarterly planning offsite	33,685.65	19,438.71	41,208.84
ER-73681	Hana Kim	Field service trip to Reno	14,277.10	27,637.87	43,882.37
ER-31656	Nico Weber	Supplier audit in Spokane	27,297.16	46,630.30	22,577.49

6 of 6 records

Example screen with sample data

Finance Reviewer

The post-manager approver. Checks policy compliance, releases the reimbursement, owns the card transactions matching backlog, and is the primary preparer on card reconciliations.

This is the first screen this role sees.

OverviewReports Awaiting Finance

Reports Awaiting Finance

Expense reports · Finance Reviewer

Report number	Submitter	Report title	Total amount	Approved amount	OOP amount
ER-43681	Sofia Mendes	Denver client workshop travel	35,011.81	12,625.87	12,279.74
ER-61623	Hana Kim	May regional sales visits	35,050.12	6,438.29	30,453.16
ER-47607	Olivia Shah	Quarterly planning offsite	33,685.65	19,438.71	41,208.84
ER-73681	Hana Kim	Field service trip to Reno	14,277.10	27,637.87	43,882.37
ER-31656	Nico Weber	Supplier audit in Spokane	27,297.16	46,630.30	22,577.49

6 of 6 records

Example screen with sample data

Manager

Line manager with scope over direct reports only. The first approver in the chain. Sees aggregate spend for own team but cannot see another team's reports.

This is the first screen this role sees.

OverviewReports Awaiting My Approval

Reports Awaiting My Approval

Expense reports · Manager

Report number	Submitter	Report title	Report date	Total amount	Violation count
ER-50134	Devon Clarke	Denver client workshop travel	15 Oct	37,454.05	32
ER-94429	Marcus Bell	May regional sales visits	12 Oct	10,498.13	40
ER-77463	Ibrahim Diallo	Quarterly planning offsite	04 Nov	29,084.09	28
ER-59471	Marcus Bell	Field service trip to Reno	14 Oct	10,599.82	14
ER-29956	Camila Ortega	Supplier audit in Spokane	13 Oct	38,409.87	24

6 of 6 records

Example screen with sample data

Employee

Self-service submitter. Files own expense reports, uploads Receipts, captures Mileage, registers own Vehicles. Reads own reimbursement status. Cannot see anyone else's data.

This is the first screen this role sees.

OverviewMy Drafts

My Drafts

Expense reports · Employee

Report number	Report title	Report date	Total amount	Violation count	Status
ER-55874	Denver client workshop travel	29 Oct	35,007.68	40	Draft
ER-85238	May regional sales visits	15 Oct	6,045.03	24	Held
ER-67722	Quarterly planning offsite	12 Oct	22,364.51	40	Draft
ER-55379	Field service trip to Reno	27 Oct	20,652.06	37	Held
ER-50233	Supplier audit in Spokane	02 Nov	17,294.00	25	Draft

6 of 6 records

Example screen with sample data

Cardholder

A Permissions attribute on Employee — set true when the Employee has at least one corporate card cardholder = self row in Status: Active. Inherits all Employee permissions plus card-specific surfaces.

This is the first screen this role sees.

OverviewMy Drafts

My Drafts

Expense reports · Cardholder

Report number	Report title	Report date	Total amount	Violation count	Status
ER-55874	Denver client workshop travel	29 Oct	35,007.68	40	Draft
ER-85238	May regional sales visits	15 Oct	6,045.03	24	Held
ER-67722	Quarterly planning offsite	12 Oct	22,364.51	40	Draft
ER-55379	Field service trip to Reno	27 Oct	20,652.06	37	Held
ER-50233	Supplier audit in Spokane	02 Nov	17,294.00	25	Draft

6 of 6 records

Example screen with sample data

Roles and permissions

Reports

See where spending and reimbursements stand

Understand approved spending, policy findings and payment follow-up.

Overview

Expense Reporting System · Overview

Expense Reporting System dashboard

This quarter

Policy violations in view

Total exceeded by

112,498

Per diem cap

Single meal cap

Expense reports by status

How far records got this quarter

Stage	Reached	Step
Draft	28
Submitted	16	57%
Approved by mgr	10	63%
Approved by finance	7	70%

Total amount by status

Sample totals per stage

350.1k0

175.0kDraft

280.1kSubmitted

315.1kApproved by mgr

350.1kApproved by finance

350.1kReimbursed

Example screen with sample data

All reports and dashboards

Who it's for

Built for the way your team works

See how Expense Reporting System fits your kind of team.

Field sales and service

Keep on-the-road expense evidence close to the claim.

Professional services

Keep project expense context with the financial evidence.

Distributed teams

Give employees a consistent submission and approval experience.

Controls

Keep expense decisions accountable

Each stage of expense to reimbursement names the role that acts and the status it records, so a change is never anonymous.

OverviewExpense to reimbursement

Expense Reporting System · Process

Expense to reimbursement

Each stage, the role that acts and the status it records

Process stages

Approval steps

Roles involved

Tables touched

SubmissionApproval

Employee, Manager

StatusDraft → Submitted

RecordsExpense approval steps, Expense reports, Employees

Manager approvalApproval

Finance Reviewer, Manager

StatusSubmitted → approved by mgr

RecordsExpense approval steps, Policy violations, Expense reports

Finance reviewApproval

Finance Reviewer

StatusApproved by mgr → approved by finance

RecordsPolicy violations, Expense reports, Receipts

Expense to reimbursement

Start
Master data setup
Expense categories
Approval
SubmissionDraft → Submitted
Expense approval steps
Approval
Manager approvalSubmitted → approved by mgr
Expense approval steps
Approval
Finance reviewApproved by mgr → approved by finance
Policy violations
Approval
GL postingEmployee
Card reconciliations

Example screen with sample data

See each stage in detail

AI agent

Prepare expense work with an agent

Prepare expense work with an agent while retaining assigned decisions.

It can

Stays with a person

Set up an agent

agent · expense reporting system

https://erp.ai/skill.md

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

Expense Reporting System
Employee directory
Corporate-card feed
Receipt OCR
Maps and travel rates
Finance accounting
Payroll and accounts payable
Project and document services

Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 18 tables

18tables

Expense capture6
Expense policies6
Mileage and travel7
Approval workflow6
Reimbursements5
Corporate cards7

Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

Confirm the policy
Controller / CFO agrees eligible methods, date-effective rules, exception authority and high-value thresholds.
Prepare the records
Finance Reviewer reconciles employee identities, managers, open claims, card activity and opening statement balances.
Configure permissions
Admin applies own-report, direct-report and sensitive-field scope. Controller / CFO verifies independent decisions and delegation.
Connect the payment routes
Finance Reviewer agrees the accounting owner and selected payroll or AP channel, including identity, acknowledgments and returns.
Run the pilot
Employee and Manager trace mixed-method claims, mileage rate boundaries, returned revisions and conditional Controller decisions.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

No per-user or per-seat fees
Viewing, editing, approving and exporting records in the app is free
Pay only for machine work: API calls, imports, workflows and AI agents
Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
Usage	Per $1
Record reads (list, filter, get)	20,000
Search or aggregate queries	4,000
Record writes	4,000
Imported or synced records	200,000
Workflow runs	2,000
AI agent runs	2,000
Scheduled jobs or webhooks	20,000
File uploads (MB)	2,000
CSV or PDF exports	100

FAQ

Questions, answered

Scope, rollout and pricing for Expense Reporting System.

All questions

How do I get started?

Click Get started, then use Proto to configure Expense Reporting System for your business. Set up your workflows, import your data and invite your team.

Can employees submit receipts from different sources?

Receipts retain 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 out of pocket, Mileage and per diem 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 submission revision 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.

Set up Expense Reporting System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

Find your application

Make every expense easy to submit and review.

My Drafts

Make expense work easier for everyone

Expense capture

Reports Awaiting My Approval

Expense policies

Reports Awaiting Finance

Mileage and travel

Mileage Log (YTD)

Approval workflow

My Submitted

Reimbursements

Pending Reimbursements

Corporate cards

Unmatched Card Transactions

From the first receipt to confirmed reimbursement

Capture

Check policy

Submit

Manager approval

Finance review

Reimburse

Keep evidence, decisions and payments together

Denver client workshop travel

Denver client workshop travel

Who works on it

Process stages

Approvals

Give every approval a clear owner

Approvals

Waiting for you

Who approves what

A workspace for each role

Admin

Controller / CFO

Reports Awaiting Finance

Finance Reviewer

Reports Awaiting Finance

Manager

Reports Awaiting My Approval

Employee

My Drafts

Cardholder

My Drafts

Audit

High-Value Reports

See where spending and reimbursements stand

Expense Reporting System dashboard

Expense reports by status

Total amount by status

Built for the way your team works

Field sales and service

Professional services

Distributed teams

Keep expense decisions accountable

Expense to reimbursement

Prepare expense work with an agent

It can

Stays with a person

Connects to the tools you use

Your data, in tables you can change

Roll out one team at a time

Confirm the policy

Prepare the records

Configure permissions

Connect the payment routes

Run the pilot

Machine work rate card Included per $1 of credit

Questions, answered

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Set up Expense Reporting System your way.

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