Project-coded claims
Select the existing project reference and retain the business purpose on the expense line.
Professional services
Keep project expense context with the financial evidence.
Typical roles
Also built for
- Field sales and service
- Professional services
- Distributed teams
What changes for this team
configured at rolloutConsulting and service teams need to explain the client or project purpose behind business spending. Expense Reporting System retains BillableTo 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.
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.
Expense to reimbursement for this team
-
01
Capture
Project-coded claims
-
02
Check policy
-
03
Submit
-
04
Manager approval
Approval requiredApproval across engagements
-
05
Finance review
Approval requiredReconcile costs and employee payments
- 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 |
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.
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.
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.
-
Expense policies
Make expense rules clear before a report reaches approval.
-
Mileage and travel
Keep travel claims connected to their dates, routes and approved rates.
-
Reimbursements
Track eligible claims from approval to confirmed payment.
-
Approval workflow
Give each expense decision a clear owner and a lasting record.
-
Corporate cards
Match company-card spending and close each statement with evidence.
Relevant reports
Reports and analyticsSpend by Department & Project
Approved spend rolled up by Department × BillableTo (Project) × Category for a selected period. Bridges to PM Projects for client-billable expense recovery and to the Headcount-Cost surface in fin-accounting.
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.
Meals & 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.
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