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- Expense Reporting System
- Process
- Review high-value expenses
Review high-value expenses
Add the required Controller decision without losing the report history.
Step by step
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Identify the additional decision System
After the manager decision, routing checks the high-value threshold in the governing expense policies. Create the Controller expense approval steps entry for the same submission revision. The condition must be enforced by the workflow and action permissions, not solely by hiding a button in the website.
- Assign the required Controller step
- Updates Expense policies, Expense reports, Expense approval steps
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Decide the high-value report Controller / CFO
Controller / CFO reviews the business case, manager decision, lines and evidence. Record the decision and comment against the assigned revision. A delegated actor must have the required authority and cannot approve their own claim. A rejection or hold returns the work with its history intact.
- Authorize the high-value decision
- Updates Expense reports, Expense approval steps, Expense lines
ApprovalA person approves before the work moves on. -
Finish the Finance review Finance Reviewer
Finance Reviewer verifies policy compliance, coding and line-level amounts after the Controller decision. Do not reuse that decision if the claim changes materially. Approval complete requires the current revision’s manager, Controller and Finance decisions together, with blocked findings resolved through the permitted process.
- Complete the applicable approval chain
- Updates Expense reports, Expense approval steps, Expense lines
ApprovalA person approves before the work moves on. -
Release the approved handoff System
The workflow prepares the authorized accounting and reimbursement work using the approved revision and source identity. Preserve the selected payment route and the distinction between employee-payable and company-card amounts. The downstream acknowledgment remains separate from the human approval, and a retry must recover the existing result.
- Prepare the authorized financial handoff
- Updates Expense reports, Reimbursements
Who does what
Roles and permissions- Employee
- Cardholder, Manager, Finance Reviewer, Controller / CFO and System carry the responsibilities shown at each stage. Permissions remain scoped to the assigned work.
Set up Expense Reporting System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.