The right policy for the report
Review the organization, department and role scope of ExpensePolicies, with an explicit precedence rule where policies overlap.
Distributed teams
Give employees a consistent submission and approval experience.
Typical roles
Also built for
- Field sales and service
- Professional services
- Distributed teams
What changes for this team
configured at rolloutDistributed organizations need expense work to remain understandable across departments and review queues. Expense Reporting System connects employee identities, manager scope and effective policies to the reports people submit. The shared process keeps receipt evidence, approval history and reimbursement outcomes together while each person sees only the work their role permits.
Clear ownership when teams change
Keep the employee directory and manager relationship current.
One payment route per claim
The approved employee payable follows the selected payroll or separate AP route.
Expense to reimbursement for this team
-
01
Capture
Clear ownership when teams change
-
02
Check policy
-
03
Submit
The right policy for the report
-
04
Manager approval
Approval required -
05
Finance review
Approval requiredOne payment route per claim
- 06
Reimburse
Same records, same gates. The configuration changes how the process runs for this team.
Workspace previews
ApprovedReport.ApprovalComplete = TRUE
| Line Date | Report | Category | Vendor | Amount |
|---|---|---|---|---|
| 08 Sep | ER-10242 | EC-6248 | VND-221 | 37,007.35 |
| 12 Sep | ER-14711 | EC-1645 | VND-178 | 30,846.21 |
| 16 Sep | ER-18788 | EC-2884 | VND-611 | 34,879.19 |
| 13 Sep | ER-70528 | EC-2561 | VND-269 | 30,096.69 |
| 29 Sep | ER-47924 | EC-4158 | VND-431 | 45,705.71 |
| 16 Sep | ER-96819 | EC-5285 | VND-358 | 26,531.11 |
ControllerPendingYou
| Report | Report Revision | Step Number | Step Type | Approver |
|---|---|---|---|---|
| ER-26516 | 880 | 660 | Controller | XV |
| ER-80246 | 350 | 660 | Controller | MJ |
| ER-77540 | 610 | 280 | Controller | CY |
| ER-79476 | 370 | 690 | Controller | LM |
| ER-31598 | 870 | 850 | Controller | KY |
| ER-38385 | 530 | 880 | Controller | JJ |
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.
Typical roles
Roles and permissionsAdmin is configured as a role at rollout; the spec has no matrix column for it yet.
Self-service submitter. Files own ExpenseReports, uploads Receipts, captures Mileage, registers own Vehicles. Reads own reimbursement status. Cannot see anyone else's data.
A Permissions attribute on Employee — set true when the Employee has at least one CorporateCards.Cardholder = self row in Status: Active. Inherits all Employee permissions plus card-specific surfaces.
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.
The post-manager approver. Checks policy compliance, releases the reimbursement, owns the CardTransactions matching backlog, and is the primary preparer on CardReconciliations.
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).
Modules
-
Expense policies
Make expense rules clear before a report reaches approval.
-
Reimbursements
Track eligible claims from approval to confirmed payment.
-
Approval workflow
Give each expense decision a clear owner and a lasting record.
-
Expense capture
Turn receipts and expense details into a report ready for review.
-
Mileage and travel
Keep travel claims connected to their dates, routes and approved rates.
-
Corporate cards
Match company-card spending and close each statement with evidence.
Relevant reports
Reports and analyticsMileage Reimbursement Detail
Per-Employee YTD mileage with miles, rate-per-mile (resolved per EntryDate and applicable effective interval), CalculatedReimbursement, and a flag for any entry where Miles > Google-Maps-computed × 1.15. Supports review of contemporaneous mileage evidence under the applicable policy.
Reimbursement Cycle Time
Per-report elapsed days at each stage: Submitted → ApprovedByMgr, ApprovedByMgr → ApprovedByFinance, ApprovedByFinance → Reimbursed. Highlights bottleneck steps (which Manager is slow, whether Finance Reviewer is the queue) and feeds the process-improvement review.
Spend by Category
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.
Common questions
All questionsHow do I get started?
Click Start now, then use Proto to configure Expense Reporting System for your business. Set up your workflows, import your data and invite your team.
Related questionCan 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.
Related questionAre 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.
Related questionDoes 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.
Related questionWhat 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.
Related questionHow 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.
Related questionWhen 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.
Related questionDoes 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.
Related questionIs 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.
Related question