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HRMS with Expense Mgmt
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HRMS with Expense Mgmt · Available now

Run the employee lifecycle from hiring through payroll.

This HRMS keeps the employee record connected to the work around it: approved openings, applications and offers, onboarding tasks, leave, time, payroll, performance and learning. People operations maintains the employee, department, position and employment history.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewLeave approval inbox
HRMS with Expense Mgmt · Leave requests

Leave approval inbox

Approval conditions

New leave request
Leave requests in view
6
Submitted
6
Request numberEmployeeLeave typeStart dateEnd dateApprover
LR-84582Mina RahimiCaregiver leave22 Oct27 OctHaru Watanabe
LR-55513Greta VogelCaregiver leave29 Oct06 NovGreta Vogel
LR-19048Greta VogelPersonal day23 Oct29 OctEstela Rojas
LR-67560Greta VogelBusiness travel recovery18 Oct20 OctCaleb Price
LR-34275Nabil HassanUnpaid leave26 Oct31 OctNabil Hassan
6 of 6 records
Caregiver leaveLeave requests · LR-84582
Submitted
EmployeeMina Rahimi
Start date22 Oct
End date27 Oct
ApproverHaru Watanabe
Requisition approvalLR-84582 · Caregiver leave

HR Business Partner reviews the opening.

Waiting for HR Business Partner
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
13
Roles with set permissions
8
Reports and dashboards
8
Features

Work from the employee record

Every feature works on the same records. Pick one to see the screen your team works in.

People records

Keep worker identity, organization and employment changes tied to the employee.

  • Source record
  • Decision
  • Handoff
  • Employees
  • Departments
  • Positions
  • Job titles
  • Locations
  • Employment history
Explore people records
OverviewEmployees by department
HRMS with Expense Mgmt · People records

Employees by department

Employees

New
Active3
EMP-6019Nabil Hassan
EMP-6112Devika Menon
EMP-6204Mina Rahimi
Add
On leave3
EMP-6065Estela Rojas
EMP-6156Caleb Price
EMP-6251Yusuf Adewale
Add
Example screen with sample data
Process

Follow the employee lifecycle

Hire to first payroll ships ready to use. 4 steps need a named approval before the work moves on: Requisition approval (HR Business Partner), Offer approval (HR Business Partner), Leave approval (Hiring Manager) and Payroll approval (Hiring Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Requisition approval

    Review the opening and its headcount.

    Caregiver leaveLR-84582 · HR Business Partner
    Requisition approvalBy HR Business Partner
    ApprovalHR Business Partner reviews the opening.

  2. Candidate review

    Track applications and completed interview feedback.

    Caregiver leaveLR-84582 · Recruiter
    Candidate reviewBy Recruiter

  3. Offer approval

    Check the offer against the position and pay grade.

    Caregiver leaveLR-84582 · HR Business Partner
    Offer approvalBy HR Business Partner
    ApprovalHR Business Partner reviews the offer.

  4. Onboarding

    Assign and complete new-hire tasks.

    Caregiver leaveLR-84582 · HR Business Partner
    OnboardingBy HR Business Partner

  5. Leave approval

    Review dates and balance before deciding.

    Caregiver leaveLR-84582 · Employee
    Leave approvalBy Employee
    ApprovalThe named Approver decides the request.

  6. Payroll approval

    Reconcile statements before approving the run.

    Caregiver leaveLR-84582 · Payroll Admin
    Payroll approvalBy Payroll Admin
    ApprovalThe named approver reviews the run.

Start with Requisition to offer

Inside a record

Connect the surrounding systems

Open any leave request to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Employee, Start date, End date and Approver.

  2. 2
    Linked records

    Records linked to this leave request.

  3. 3
    Who works on it

    Employee, Payroll Admin and CHRO / VP People, each with their own permissions.

  4. 4
    Process stages

    Leave approval, with the role that acts.

  5. 5
    Approvals

    Requisition approval and Offer approval, with who decides.

Leave approval inboxCaregiver leave
HRMS with Expense Mgmt · Leave requests

Caregiver leave

Submitted

Log activity
1
Record details
EmployeeMina Rahimi
Start date22 Oct
End date27 Oct
ApproverHaru Watanabe
3

Who works on it

  • EmployeeManage Goals, leave requests, time entries, Timesheets
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
  • CHRO / VP PeopleView Applications, benefit enrollments, benefit plans…
4

Process stages

  • Leave approvalEmployee
5

Approvals

  • Requisition approvalHR Business Partner
    Approved
  • Offer approvalHR Business Partner
    Waiting
Example screen with sample data
Approvals

Give each decision an owner

The preparer and approver should be clear before a requisition, leave request or pay run advances.

OverviewApprovals
HRMS with Expense Mgmt · Overview

Approvals

Signed in as HR Business Partner

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-84582Caregiver leave
    Requested by Mina Rahimi
    Submitted3dActions
  • LR-55513Caregiver leave
    Requested by Greta Vogel
    Submitted4dActions
  • LR-19048Personal day
    Requested by Greta Vogel
    Submitted2dActions
  • LR-67560Business travel recovery
    Requested by Greta Vogel
    Submitted5dActions

Who approves what

DecisionApprover
Requisition approvalReview the opening and its headcount.HR Business Partner
Offer approvalCheck the offer against the position and pay grade.HR Business Partner
Leave approvalReview dates and balance before deciding.Hiring Manager
Payroll approvalReconcile statements before approving the run.Hiring Manager
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens HRMS with Expense Mgmt to the work that is theirs. Pick a role to see what it starts with.

Employee

Self-service record entry on leave, timesheets and goals; read-only on pay, benefits and performance.

This is the first screen this role sees.

OverviewMy leave requests

My leave requests

Leave requests · Employee

Request numberLeave typeStart dateEnd dateStatus
LR-18401Unpaid leave20 Oct27 OctDraft
LR-83391Unpaid leave31 Oct09 NovSubmitted
LR-60570Parental leave14 Oct20 OctApproved
LR-36877Personal day04 Nov12 NovTaken
LR-23151Unpaid leave29 Oct05 NovDraft
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Answer the operating questions

Questions the team can answer from people, hiring, time and pay records.

Overview
HRMS with Expense Mgmt · Overview

HRMS with Expense Mgmt dashboard

This quarter

Timesheets in view
6
Total hours
240
Submitted
6

Leave requests by status

How far records got this quarter

StageReachedStep
Draft49
Submitted918%
Approved444%
Rejected125%

Number of leave requests by status

Sample counts per stage

200
20Draft
-30Submitted
-10Approved
0Rejected
10Cancelled
Example screen with sample data
  1. 01Active employees by department

    Group active employees by department, position and manager.

  2. 02Hiring funnel

    Compare applications by stage, requisition and recruiter.

  3. 03Open requisitions

    Compare approved and open headcount by department and target start date.

  4. 04Leave demand

    Compare submitted and approved requests by leave type and date range.

  5. 05Timesheet approvals

    Find submitted and rejected timesheets by week and approver.

  6. 06Payroll run gross totals

    Compare gross totals by calendar, period and run type.

  7. 07Review completion

    Compare reviews by cycle, type and status.

  8. 08Training expiry

    Find training records by expiration date and status.

All reports and dashboards

Who it's for

Fit the people operation

See how HRMS with Expense Mgmt fits your kind of team.

Growing teams

A growing team can use an approved opening as the starting point for an employee hire. The Recruiter follows the application and offer; the HR Business Partner then checks the new employee assignment and onboarding work.

Multi-location employers

An employer with several locations needs each employee tied to the right workplace, payroll calendar and tax jurisdiction. HR Business Partner checks the assignment; Payroll Admin checks the pay period before posting.

People operations teams

A people operations team can connect a worker's leave, goals and training history to the same employee record. HR Business Partner checks changes and review cycles; L&D Admin manages course completion and renewal.

Controls

Review each handoff

Each stage of hire to first payroll names the role that acts and the status it records, so a change is never anonymous.

OverviewHire to first payroll
HRMS with Expense Mgmt · Process

Hire to first payroll

Each stage, the role that acts and the status it records

Process stages
12
Approval steps
4
Roles involved
6
Tables touched
26
Requisition
Recruiter
StatusDraft → pending approval
RecordsJob requisitions, Positions
Requisition approvalApproval
HR Business Partner, Hiring Manager
StatusPending approval → Approved
Offer approvalApproval
HR Business Partner, Recruiter
StatusPending approval → Approved
RecordsPay grades, Positions, Offers
Hire to first payroll
  1. Start
    RequisitionDraft → pending approval
    Job requisitions
  2. Approval
    Requisition approvalPending approval → Approved
    HR Business Partner
  3. Approval
    Offer approvalPending approval → Approved
    Pay grades
  4. Step
    OnboardingPending → in progress → Completed
    Onboarding checklists
  5. Approval
    Leave approvalSubmitted → Approved
    Leave balances
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the case

Use Proto to configure and inspect the HRMS with your team.

It can

  • HR Business Partner: Prepare the employee and position references for a transfer review.
  • Recruiter: Find an application's requisition and show which interview feedback is still outstanding.
  • Payroll Admin: Compare a run's period, statements and statement lines and independently calculated pay before approval.
  • L&D Admin: List training records nearing expiration and their linked employees.

Stays with a person

  • A person approves a requisition, offer, leave request or payroll run.
  • Proto can organize the case and identify the records to check; it should not replace the accountable owner's decision.
  • Confirm access and test a rejected case before using an assistant in a live cycle.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • HRMS with Expense Mgmt
  • Calendar
  • Signature service
  • Bank and accounting
  • Learning platform
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 36 tables
36tables
  • People records7
  • Recruiting5
  • Onboarding4
  • Time and leave5
  • Payroll6
  • Performance4
  • Learning4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Establish people records

    Configure departments, positions, locations, employees and managers. Reconcile a small sample against the source register.

  2. Prepare decisions

    Set access for the configured roles and rehearse a requisition, offer, leave request and timesheet with their actual owners.

  3. Run the first period

    Configure a payroll calendar, inspect employee pay statements and have the designated approver review the run before posting.

  4. Extend the lifecycle

    Add performance cycles, courses, benefit enrollments and tax filing work after the first handoffs are reliable.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for HRMS with Expense Mgmt.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS with Expense Mgmt for your business. Start with one employee group, its managers, a leave policy and one pay calendar.

What should we load first?

Load departments, positions, pay grades and calendars before employee assignments. Check manager references before importing transactions.

Who approves a leave request?

The request has an Approver linked to Employees. Agree who fills that role and rehearse both an approval and a rejection.

Can recruiters follow candidates across openings?

Candidates and Applications are separate records. Each application links a candidate to a requisition and carries its own stage.

How are interviews reviewed?

Each interview links to an application and interviewer, with a status, recommendation, rating and feedback.

What connects an accepted offer to onboarding?

The offer links to the candidate, application and position. The onboarding checklist and its assigned tasks organize the new-hire work.

How do we review payroll?

Start with the run, its calendar and period. Inspect each pay statement and its earning, deduction and tax lines. Reconcile the amount independently before approval.

Can employees see their own work?

The Employee role can manage goals, leave requests, time entries and timesheets, and view its configured pay, benefits and review records.

How do we monitor training renewal?

Training records keep completion and expiration dates and a current status. L&D Admin can review expiring records and the linked course.

Where do we set up external services?

Agree calendar, signature, banking, accounting and learning connections with their owners during implementation.

Set up HRMS with Expense Mgmt your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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