Approve and reimburse expenses

Follow the required decisions through to a confirmed employee payment.

5 stages · 2 approvals

Roles and responsibilities

Step 1Review the business purpose
Reports Awaiting My ApprovalSubmitted

Report NumberSubmitterReport TitleReport Date
Step 3Approve the eligible amounts
Reports Awaiting FinanceApprovedByMgr

Report NumberSubmitterReport TitleTotal Amount
Step 4Prepare the payment request
Pending ReimbursementsPending

Reimbursement NumberEmployeeReportAmount
Step 5Confirm the payment outcome
My Reimbursement Status

Reimbursement NumberReportAmountReimbursement Method

Separate ACH

Red diamonds require approval.Rows show responsibility for each step.

Approval required

Review the business purpose

Manager reviews a direct report’s submitted revision, its purpose and policy findings. Approve, reject with a reason or hold for clarification. A manager cannot authorize their own report. Keep the actual actor and revision in ExpenseApprovalSteps, including an approved delegation.

Responsible: Manager
Records: ExpenseReports ExpenseApprovalSteps PolicyViolations
Effect: Decide the business review

Reports Awaiting My ApprovalExpenseReports

business-purpose approval waits for the manager

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.

Approval workflow →

Complete the required route

The routing workflow evaluates the high-value threshold and assigns a Controller decision when required. Ordinary reports continue to Finance; high-value reports cannot skip the additional step. Retain the assigned actor and prior decision evidence without treating a queue notification as approval.

Responsible: System
Records: ExpensePolicies ExpenseReports ExpenseApprovalSteps
Effect: Require the applicable prior decisions

Approval required

Approve the eligible amounts

Finance Reviewer verifies the evidence, coding and permitted exceptions after all required prior decisions. Record ApprovedAmount and disallowances at line level. ApprovalComplete requires every applicable decision on the current revision by permitted non-submitter actors before financial handoff can proceed.

Responsible: Finance Reviewer
Records: ExpenseReports ExpenseLines ExpenseApprovalSteps PolicyViolations
Effect: Authorize the reviewed claim

Reports Awaiting FinanceExpenseReports

expense review waits for the finance reviewer

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.

Prepare the payment request

The workflow snapshots EmployeePayableAmount and the selected payroll or AP channel in Reimbursements. Include eligible OutOfPocket, Mileage and PerDiem amounts, excluding company-card spending. Reuse the stable SourceKey and respect the agreed accounting owner so the same cost or payment request is not created twice.

Responsible: System
Records: Reimbursements ExpenseReports ExpenseLines
Effect: Send one approved employee payable

Pending ReimbursementsReimbursements

StatusPendingScheduled

Reimbursement Number	Employee	Report	Amount	Reimbursement Method
RMB-19808	GT	ER-90185	33,228.45	PayrollAddOn
RMB-33536	VG	ER-64844	30,552.70	SeparateACH
RMB-51940	YM	ER-49416	17,900.92	PayrollAddOn
RMB-33995	VH	ER-47144	3,077.92	SeparateACH
RMB-71913	XY	ER-31138	44,594.69	PayrollAddOn
RMB-55913	EX	ER-27270	35,337.56	SeparateACH

Reimbursements →

Confirm the payment outcome

The payroll or AP connector identifies the actual reimbursement payment and returns its reference. Only that confirmation sets Paid; a scheduled date or closed pay run does not prove payment. Reconcile returns before scheduling a replacement, and mark the report Reimbursed only when all employee-payable amounts are confirmed paid.

Responsible: System
Records: Reimbursements ExpenseReports
Effect: Record the confirmed payment

My Reimbursement StatusReimbursements

You

Reimbursement Number	Report	Amount	Reimbursement Method	Status
RMB-84417	ER-28432	6,587.30	PayrollAddOn	Pending
RMB-85992	ER-80342	20,759.15	SeparateACH	Scheduled
RMB-92775	ER-51506	15,788.51	PayrollAddOn	Paid
RMB-73909	ER-67188	12,284.85	SeparateACH	Returned
RMB-24508	ER-56196	35,369.53	PayrollAddOn	Pending
RMB-96973	ER-63143	31,329.59	SeparateACH	Cancelled

Reimbursements →

Approvals and exception handling

2 approvals required in this process

Review the business purpose Manager signs · complete the required route waitsExpenseReports, ExpenseApprovalSteps, PolicyViolations
Approve the eligible amounts Finance Reviewer signs · prepare the payment request waitsExpenseReports, ExpenseLines, ExpenseApprovalSteps, PolicyViolations

When the process needs attention

hold Review the business purpose
Approve, reject with a reason or hold for clarification.
exception Approve the eligible amounts
Finance Reviewer verifies the evidence, coding and permitted exceptions after all required prior decisions.

Records and postings

Stage	Records	Effect
1 Review the business purpose	ExpenseReports ExpenseApprovalSteps PolicyViolations	`Decide the business review`
2 Complete the required route	ExpensePolicies ExpenseReports ExpenseApprovalSteps	`Require the applicable prior decisions`
3 Approve the eligible amounts	ExpenseReports ExpenseLines ExpenseApprovalSteps PolicyViolations	`Authorize the reviewed claim`
4 Prepare the payment request	Reimbursements ExpenseReports ExpenseLines	`Send one approved employee payable`
5 Confirm the payment outcome	Reimbursements ExpenseReports	`Record the confirmed payment`

Data model →

Process reports

All reports

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.

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

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

Policy Violation Trend

Count and dollar amount of PolicyViolations by RuleType × Severity × month over trailing 12 months. Highlights repeat-offender categories (alcohol, weekend dining, single-meal cap), drives the policy-tightening review.

Top Spenders

Top 25 submitters YTD by ApprovedAmount with category mix, average ticket size, violation rate, and CorporateCard / OutOfPocket split. Used for both reward (sales travel ROI) and audit (anomaly review).

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

Reimbursement Cycle Time

Per-report elapsed days at each stage: Submitted → ApprovedByMgr, ApprovedByMgr → ApprovedByFinance, ApprovedByFinance → Reimbursed. Highlights bottleneck steps (which Manager is slow, whether Finance Reviewer is the queue) and feeds the process-improvement review.

Pending ReimbursementsReimbursements

StatusPendingScheduled

Reimbursement Number	Employee	Report	Amount	Reimbursement Method
RMB-19808	GT	ER-90185	33,228.45	PayrollAddOn
RMB-33536	VG	ER-64844	30,552.70	SeparateACH
RMB-51940	YM	ER-49416	17,900.92	PayrollAddOn
RMB-33995	VH	ER-47144	3,077.92	SeparateACH
RMB-71913	XY	ER-31138	44,594.69	PayrollAddOn
RMB-55913	EX	ER-27270	35,337.56	SeparateACH

Run by an agent

Agent support

Agents prepare records; approvals require a person.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › approve and reimburse expenses · review the business purpose on ExpenseReports, ExpenseApprovalSteps, PolicyViolations ⏸ approval · waiting for the manager # 4 more stages after approval: complete the required route, approve the eligible amounts, prepare the payment request, confirm the payment outcome

Other processes

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Previous · process 1 of 4Capture and submit expenses Next · process 3 of 4Review high-value expenses

Expense Reporting System

Modules

Expense Reporting System

Processes

Expense Reporting System

Industries

Expense Reporting System

Reference

Expense Reporting System

Approve and reimburse expenses

Roles and responsibilities

Process steps

Review the business purpose

Complete the required route

Approve the eligible amounts

Prepare the payment request

Confirm the payment outcome

2 approvals required in this process

When the process needs attention

Records and postings

Process reports

Spend by Category

Spend by Department & Project

Policy Violation Trend

Top Spenders

Reimbursement Cycle Time

Agent support

Other processes

Capture and submit expenses

Review high-value expenses

Reconcile corporate-card statements

Start now Expense Reporting System

Expense Reporting System

Modules

Expense Reporting System

Processes

Expense Reporting System

Industries

Expense Reporting System

Reference

Approve and reimburse expenses

Roles and responsibilities

Process steps

Review the business purpose

Complete the required route

Approve the eligible amounts

Prepare the payment request

Confirm the payment outcome

2 approvals required in this process

When the process needs attention

Records and postings

Process reports

Agent support

Other processes

Start now Expense Reporting System

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