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- Expense Reporting System
- Who it's for
- Professional services
Professional services
Consulting and service teams need to explain the client or project purpose behind business spending. Expense Reporting System retains billable to context alongside the category, department, receipt and approved amount. Finance can review project-related costs without losing the employee approval chain or confusing a reimbursable claim with a company-paid card purchase.
How Expense Reporting System is set up for you
Project-coded claims
Select the existing project reference and retain the business purpose on the expense line.
Approval across engagements
Manager owns the employee’s business review.
Reconcile costs and employee payments
Choose which accounting system recognizes the approved cost and payable.
Project coding supports the cost view and the receiving integration, but it does not automatically create a customer invoice or establish client reimbursement eligibility. The project or billing system remains responsible for its own contract rules and charging decisions. Review code changes before the financial handoff.
Finance Reviewer checks receipts, policy findings and approved line amounts, with Controller approval added when the governing threshold requires it. A project reference does not give every project colleague permission to inspect a person’s receipts or bank details. Retain report revision and actual decision actors when a claim moves between review and clarification.
An AP handoff must not debit an expense already posted by the expense workflow. Payroll or AP confirms the actual employee payment under the original source reference. Test a project-coded report with company-card and employee-paid lines, a disallowed amount and a returned payment before migrating a larger engagement population.
Employee, Manager, Finance Reviewer and Controller / CFO retain their defined responsibilities. Project references provide context without introducing an additional approval role.
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.
Set up Expense Reporting System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.