Expense capture

Turn receipts and expense details into a report ready for review.

My DraftsExpenseReports

YouStatusDraftHeldRejected

Report Number	Report Title	Report Date	Total Amount	Violation Count	Status
ER-55874	Draft er-862	23 Sep	35,007.68	40	Draft
ER-85238	Held er-818	09 Sep	6,045.03	24	Held
ER-67722	Rejected er-948	06 Sep	22,364.51	40	Draft
ER-55379	Draft er-233	21 Sep	20,652.06	37	Held
ER-50233	Held er-299	27 Sep	17,294.00	25	Draft
ER-10944	Rejected er-608	24 Sep	35,083.61	14	Rejected

Records in this module

Capture the evidence while it is available

Receipts retains the uploaded image, PDF or forwarded email and the OCR result. Parsed merchant, date and amount can help fill an empty line, but the original file remains the evidence. A low-confidence or failed extraction returns to the employee for confirmation. Check the expense date, currency, business purpose, category and project together. A clear image does not prove that the purchase is eligible, and the same receipt cannot support another claim for the same cost. Retain the receipt association when a reviewer requests a correction.

Separate employee claims from company spending

ExpenseLines records the approved amount and payment method for each item. Company-card transactions connect to their imported issuer identity, preventing the employee from claiming those charges again. Mileage and per-diem entries retain their own approved calculation basis and are included in employee-payable amounts when eligible. Itemization must preserve the original total and distinguish any personal portion. A line’s category suggests its account code; Finance reviews coding changes before financial handoff. Project references provide costing context without creating another project or customer invoice in this system.

Submit a stable report for a real decision

Before submission, the policy check identifies missing evidence, required explanations and blocked items. The employee resolves those findings within the applicable policy rather than editing an approval result. Submission records a version of the report and requests the manager decision. Material changes after that point require recall or a returned report and a new revision, with previous decisions retained. Employees can follow their submitted work without changing a reviewer’s action. The report number, original evidence and decision history remain connected through rejection, clarification and resubmission.

My SubmittedExpenseReports

YouStatusSubmittedApprovedByMgrApprovedByFinanceReimbursed

Report Number	Report Title	Submitted At	Total Amount	Approved Amount
ER-16534	Submitted er-832	25 Sep	3,836.97	11,507.52
ER-82134	ApprovedByMgr er-981	06 Sep	45,950.92	45,125.65
ER-43114	ApprovedByFinance er-860	24 Sep	29,956.88	29,841.27
ER-91233	Reimbursed er-440	26 Sep	24,046.83	24,374.49
ER-13021	Submitted er-322	17 Sep	21,495.40	6,445.86
ER-40914	ApprovedByMgr er-745	28 Sep	38,493.63	25,054.11

Modules

Reports

All reports

Spend 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.

Approved Expense LinesExpenseLines

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

Roles and permissions

Controller / CFO

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).

Permissions and records

CRUD on ExpensePolicies, PolicyRules, CardReconciliations
Read on all tables
Approve ExpenseReports above ExpensePolicies.HighValueThreshold (the auto-added Controller step in the approval chain)
Override or waive Hard PolicyViolations

ExpenseReports
CardTransactions

Reports Awaiting FinanceExpenseReports

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.

Finance Reviewer

The post-manager approver. Checks policy compliance, releases the reimbursement, owns the CardTransactions matching backlog, and is the primary preparer on CardReconciliations.

Permissions and records

CRUD on Reimbursements, CardReconciliations, MealsAndEntertainment
Update on ExpenseReports (approve / reject / hold at the Finance step), ExpenseLines (adjust ApprovedAmount and Disallowance), ExpenseApprovalSteps, PolicyViolations (mark Justified or Waived for Soft / Hard)
Update on CardTransactions (set Status: Disputed or Excluded, manually pair to MatchedExpenseLine)
Read on CorporateCards.CardLast4, CardTransactions.RawDescription, all Receipts including OCR fields

MealsAndEntertainment
ExpenseReports
ExpenseLines
CardTransactions
Receipts

Reports Awaiting FinanceExpenseReports

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.

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.

Permissions and records

Read on ExpenseReports and ExpenseLines where ExpenseReports.Submitter.Manager = self
Update on ExpenseReports for own reports' chain step (approve / reject / hold at the Manager step)
Read on Receipts and PolicyViolations for those same lines
Cannot see another manager's team's reports, cannot see CorporateCards, CardTransactions.RawDescription, or Reimbursements.Amount of reports

ExpenseReports
ExpenseLines
Receipts
CardTransactions

Reports Awaiting My ApprovalExpenseReports

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.

Employee

Self-service submitter. Files own ExpenseReports, uploads Receipts, captures Mileage, registers own Vehicles. Reads own reimbursement status. Cannot see anyone else's data.

Permissions and records

CRUD on own ExpenseReports, ExpenseLines, Receipts, MileageEntries, Vehicles, MealsAndEntertainment (when authoring own M&E lines) while ExpenseReports.Status IN (Draft, Held, Rejected)
Read on own Reimbursements (Amount, Status, ScheduledFor, PaidAt)
Read on ExpenseCategories, ExpensePolicies, PolicyRules, MileageRates, PerDiemRates (the published rule set the submitter must comply with)
Cannot edit a Submitted report without recall (recall flips Status back to Draft and voids the prior approval steps)

ExpenseReports
ExpenseLines
Receipts
MileageEntries
MealsAndEntertainment

My DraftsExpenseReports

YouStatusDraftHeldRejected

Report Number	Report Title	Report Date	Total Amount	Violation Count
ER-55874	Draft er-862	23 Sep	35,007.68	40
ER-85238	Held er-818	09 Sep	6,045.03	24
ER-67722	Rejected er-948	06 Sep	22,364.51	40
ER-55379	Draft er-233	21 Sep	20,652.06	37
ER-50233	Held er-299	27 Sep	17,294.00	25
ER-10944	Rejected er-608	24 Sep	35,083.61	14

Cardholder

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.

Permissions and records

Read on own CorporateCards (CardLast4 visible to self, masked to non-self Employees)
Read on own CardTransactions (RawDescription visible to self)
Update on own CardTransactions to advance Status: Unmatched → Matched by linking to a self-authored ExpenseLines.PaymentMethod = CorporateCard row, or to flag Status: Disputed with a dispute reason
Required to justify (attach Receipt + Category + Description) every CardTransaction within ExpensePolicies.JustificationWindowDays (default 30)

CardTransactions
ExpenseLines

My DraftsExpenseReports

YouStatusDraftHeldRejected

Report Number	Report Title	Report Date	Total Amount	Violation Count
ER-55874	Draft er-862	23 Sep	35,007.68	40
ER-85238	Held er-818	09 Sep	6,045.03	24
ER-67722	Rejected er-948	06 Sep	22,364.51	40
ER-55379	Draft er-233	21 Sep	20,652.06	37
ER-50233	Held er-299	27 Sep	17,294.00	25
ER-10944	Rejected er-608	24 Sep	35,083.61	14

Audit

Read-only seat for periodic audit sampling — internal Audit team, external auditor, or controls reviewer. Full visibility across the expense surface; access is audit-logged at the row level.

Permissions and records

Read on all tables including CorporateCards.CardLast4, CardTransactions.RawDescription, Receipts (including OCR fields), PolicyViolations, ExpenseApprovalSteps, Reimbursements, and CardReconciliations
Cannot create, update, or delete any row
Can export reports
All Audit reads write a row to the access log

Receipts
CardTransactions

High-Value ReportsExpenseReports

HighValue = TRUEStatusApprovedByMgrApprovedByFinance

ApprovedByMgr

ER-93404ApprovedByMgr er-44710 violation count

ER-63948ApprovedByMgr er-16922 violation count

ER-14851ApprovedByMgr er-1315 violation count

ApprovedByFinance

ER-61937ApprovedByFinance er-20225 violation count

ER-47214ApprovedByFinance er-80632 violation count

ER-89210ApprovedByFinance er-47122 violation count

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Next · module 2 of 6Expense policies

Expense Reporting System

Modules

Expense Reporting System

Processes

Expense Reporting System

Industries

Expense Reporting System

Reference

Expense Reporting System

Expense capture

Capture the evidence while it is available

Separate employee claims from company spending

Submit a stable report for a real decision

Modules

Expense capture

Expense policies

Mileage and travel

Approval workflow

Reimbursements

Corporate cards

Reports

Spend by Department & Project

Roles and permissions

Related processes

Capture and submit expenses

Approve and reimburse expenses

Review high-value expenses

Start now Expense Reporting System

Expense Reporting System

Modules

Expense Reporting System

Processes

Expense Reporting System

Industries

Expense Reporting System

Reference

Expense capture

Capture the evidence while it is available

Separate employee claims from company spending

Submit a stable report for a real decision

Modules

Expense capture

Expense policies

Mileage and travel

Approval workflow

Reimbursements

Corporate cards

Reports

Spend by Department & Project

Roles and permissions

Related processes

Capture and submit expenses

Approve and reimburse expenses

Review high-value expenses

Start now Expense Reporting System

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