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- Expense Reporting System
- Features
- Corporate cards
Corporate cards
Corporate cards connect issuer transactions to employee expense evidence and the period-end statement. Corporate cards hold the assigned cardholder and tokenized integration identity; the full card number does not enter the expense system. Card transactions retain the issuer reference, signed amount, dates and matching status. Linking a transaction to a report explains the business purchase, while card reconciliations separately establishes the statement balance and the Controller decision needed before settlement moves through accounts payable.
OverviewUnmatched Card Transactions×
Expense Reporting System · Corporate cards
New
Unmatched Card Transactions
Card transactions
| Transaction date | Merchant name | Amount | MCC | Raw description | Status | |
|---|---|---|---|---|---|---|
| 11 Oct | Maple Street Hotel | 35,930.81 | 5812 Eating places | MAPLE STREET HOTEL 04/12 | Unmatched | |
| 17 Oct | Northline Rail Services | 31,817.19 | 7011 Hotels and lodging | NORTHLINE RAIL 04/15 | Unmatched | |
| 10 Oct | Cedar Grove Bistro | 29,046.56 | 4121 Taxicabs | CEDAR GROVE BISTRO 04/18 | Unmatched | |
| 19 Oct | Harbor Parking Garage | 2,594.58 | 7523 Parking facilities | HARBOR PARKING 04/21 | Unmatched | |
| 09 Oct | Summit Taxi Cooperative | 22,332.89 | 4112 Passenger railways | SUMMIT TAXI 04/23 | Unmatched |
6 of 6 records
Maple Street HotelCard transactions · CT-57426
UnmatchedTransaction date11 Oct
Amount35,930.81
MCC5812 Eating places
Raw descriptionMAPLE STREET HOTEL 04/12
What you can do
Match the issuer transaction to its expense
The card-program feed imports posted activity using a stable provider identity and feed ref ID so repeated imports resolve to the existing transaction. A matching proposal compares card, date, amount and merchant evidence. Cardholder confirms ambiguous candidates within their own scope; Finance Reviewer handles the reconciliation backlog. The same issuer transaction cannot support duplicate costs, and company-paid spending must never flow into the employee reimbursement amount. A match links records and leaves the required expense approval and statement reconciliation decisions intact.
Explain every part of the statement balance
Reconcile opening balance, signed charges and refunds, statement payments counted once, and the issuer’s closing balance. Imported transactions total is statement activity and cannot by itself stand in for the closing balance. Unmatched work, disputed charges and personal spending need explicit disposition. Disputing a transaction or marking it Excluded does not remove the issuer liability while the issuer still carries it. Retain any employee recovery separately, and apply a financial reduction only when the relevant issuer credit or payment is confirmed.
Approve reconciliation before settlement
Finance Reviewer prepares the reconciliation and explains outstanding differences. Balanced means the preparation checks reconcile; Controller / CFO signs the transition to Approved. The approved statement can then enter the accounts-payable settlement route under its own source identity. Eligible matched transactions advance to Reconciled after that decision. Expense recognition and issuer payment must not book the same cost twice. Keep the statement, original card transactions, report evidence and settlement references linked so Audit can follow both an ordinary purchase and a corrected or disputed charge.
What your team sees
- Unmatched Card Transactions. Open the related work within your assigned scope.
- Open Card Reconciliations. Open the related work within your assigned scope.
What it keeps track of
Data model- Corporate cards
- Issued company cards. One Cardholder per card; a Cardholder may hold multiple cards. Card last4 is the only card-number field stored — the full PAN never enters the system (the card-program integration uses tokenized references).
- Card transactions
- The daily transaction feed from the card program. One row per posted swipe / charge / refund. New rows land via the
card-transaction-feed-importworkflow withStatus: Unmatched; thecard-txn-to-expense-line-matchworkflow advances them toMatchedon a unique expense line pairing. - Card reconciliations
- Period-end (typically monthly) reconciliation per corporate card. Compares the issuer statement balance to the sum of imported card transactions. On Controller-approved reconciliation, advances all eligible in-period card transactions from
Matched → Reconciledand the corresponding APBillsrow to the card issuer is marked ready for payment. - Expense reports
- The submitter’s report header. One report aggregates many expense lines for a single trip, project, or pay period. Lifecycle: Draft → Submitted → approved by mgr → approved by finance → Reimbursed; with branches Held and Rejected. Reimbursed is set when the downstream Payroll or AP cycle confirms payment.
- Expense lines
- The line grain. One row per receipt / per per-diem day / per mileage trip. Carries the GL coding, project costing, approved amount (set by the approver — may differ from Amount when a partial disallowance applies), and payment method (out of pocket vs corporate card) that drives the reimbursement branch.
- Receipts
- The supporting documentation — phone snap, PDF, emailed receipt forwarded to a capture inbox. OCR runs on upload and backfills the parsed fields; the submitter (or auto-fill on high-confidence parse) writes the canonical values onto the expense line.
- Employees
- A scoped employee identity directory synchronized from the organization identity or HR source. This reference supports ownership and approval attribution; it does not add payroll or HR administration. Role membership alone never grants access to every directory field. External auditors and portal users receive only the identities needed for their granted work.
Who uses it
Permissions- Cardholder
- Justifies their own charges.
- Finance Reviewer
- Prepares matching and statement reconciliation.
- Controller / CFO
- Signs off the statement.
- Audit
- Reads the permitted evidence without changing it.
Set up Expense Reporting System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.