Customer visits and travel
Record the business purpose, trip date and destination with MileageEntries and the reviewed rate basis.
Field sales and service
Keep on-the-road expense evidence close to the claim.
Typical roles
Also built for
- Field sales and service
- Professional services
- Distributed teams
What changes for this team
configured at rolloutTeams visiting customers and job sites need a clear route from a purchase or journey to an approved expense report. Expense Reporting System brings receipts, mileage, company-card transactions and employee-paid items into the same reviewable report. The field employee can prepare the evidence while it is available, while the manager and Finance Reviewer retain their separate decisions.
Mixed spending methods
A single visit may include a company-card hotel charge, an employee-paid purchase and mileage.
Follow-up after the visit
Manager reviews direct reports and Finance Reviewer completes policy and amount review.
Expense to reimbursement for this team
-
01
Capture
Customer visits and travel · Mixed spending methods
-
02
Check policy
-
03
Submit
-
04
Manager approval
Approval requiredFollow-up after the visit
-
05
Finance review
Approval required - 06
Reimburse
Same records, same gates. The configuration changes how the process runs for this team.
Workspace previews
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.
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 |
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 permissionsSelf-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 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.
-
Expense policies
Make expense rules clear before a report reaches approval.
-
Corporate cards
Match company-card spending and close each statement with evidence.
-
Reimbursements
Track eligible claims from approval to confirmed payment.
-
Approval workflow
Give each expense decision a clear owner and a lasting record.
Relevant reports
Reports and analyticsMeals & Entertainment Detail
Per-line M&E capture: Classification, BusinessPurpose, AttendeeNames, AttendeeCount, DeductiblePercent, DeductibleAmount, and receipt link. Supports review of the applicable documentation requirements and the year-end deductible / non-deductible carve-out.
Mileage 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.
Top Spenders
Top 25 submitters YTD by ApprovedAmount with category mix, average ticket size, violation rate, and CorporateCard / OutOfPocket split. Used for both reward (sales travel ROI) and audit (anomaly review).
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 questionDoes 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.
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