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- Expense Reporting System
- Who it's for
- Field sales and service
Field sales and service
Teams 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.
How Expense Reporting System is set up for you
Customer visits and travel
Record the business purpose, trip date and destination with mileage entries and the reviewed rate basis.
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.
Distinguish a map suggestion from the employee’s confirmed journey, and preserve manual corrections. A new rate table must not silently change a previously approved trip. Keep supplied meals, per-diem allowances and receipt claims consistent with the governing policy to prevent duplicate reimbursement.
Expense lines retain each payment method and approved amount. Only eligible employee-payable items enter reimbursement. Link the company-card item to its issuer identity and statement reconciliation; matching it to a report does not itself approve the expense or settle the card liability.
Missing evidence or a held report returns with a clear reason and retains its earlier version. Employees see their own submission and confirmed payment status. Pilot a trip with mixed methods, a rate boundary and a returned claim before widening the field population.
Employee, Cardholder, Manager and Finance Reviewer work within their assigned report scope. Controller / CFO handles required high-value and card-reconciliation decisions.
Start with a reconciled employee and policy population. Configure the actual connectors and acceptance cases with Proto before application launch. The website describes the authored system; it does not represent an already connected runtime.
Features to start with
Roles on the team
- 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).
- 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.
- 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.
- 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.
- 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.
Set up Expense Reporting System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.