Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Petty Cash Management
- Cash provider
- Separate accounting system
Petty Cash Management · Available now
Example screen with sample data
Keep each cash voucher tied to its document and decision.
A petty cash expense starts with an accounting document and its lines. The Accounting Preparer records the counterparty, amount and owner, then links a cash voucher to that document.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewVouchers Awaiting Decision×
Petty Cash Management · Cash vouchers
New cash voucher
Vouchers Awaiting Decision
Approval conditions
Cash vouchers in view
6Total amount USD
3,330Submitted
6| Parent | Status | Revision | Custodian | Spent at | Amount USD | |
|---|---|---|---|---|---|---|
| Parking fee reimbursement | Submitted | 20 | Nina Alvarez | 13 Oct | 340 | |
| Visitor refreshments reimbursement | Submitted | 680 | Omar Haddad | 13 Oct | 650 | |
| Courier fare cash voucher | Submitted | 150 | Priya Nair | 30 Oct | 230 | |
| Workshop cleaning supplies voucher | Submitted | 320 | Ethan Clarke | 01 Nov | 430 | |
| Emergency light bulb purchase | Submitted | 650 | Aisha Bello | 19 Oct | 960 |
6 of 6 records
Nina AlvarezCash vouchers · CV-20914
SubmittedParentParking fee reimbursement
Revision20
Spent at13 Oct
Amount USD340
Receipt referenceRCPT-2026-1041
Review voucherCV-20914 · Nina Alvarez
Accounting Reviewer decides on the submitted voucher revision.
Waiting for Accounting Reviewer
ApproveReturn
- Tables, ready to use
- 17
- Saved views
- 10
- Roles with set permissions
- 5
- Reports and dashboards
- 8
Features
Follow each cash expense
Every feature works on the same records. Pick one to see the screen your team works in.
Cash vouchers
Track a custodian's spend, receipt reference and independent voucher decision.
- Prepare the voucher
- Decide independently
- Keep the outcome visible
- Cash vouchers
- Accounting documents
- Record attachments
OverviewPosted Documents×
Petty Cash Management · Cash vouchers
New
Posted Documents
Accounting documents
| Record number | Subject | Posting date | Posted at | Gross amount USD | Organization | |
|---|---|---|---|---|---|---|
| AD-86851 | Front desk postage reimbursement | 20 Oct | 23 Oct | 820 | Mossfield Support Co. | |
| AD-88895 | Workshop cleaning supplies voucher | 12 Oct | 16 Oct | 160 | Larkspur Learning Center | |
| AD-45707 | Visitor refreshments reimbursement | 11 Oct | 14 Oct | 100 | Silver Brook Operations | |
| AD-14291 | Courier fare cash voucher | 12 Oct | 13 Oct | 570 | Mossfield Support Co. | |
| AD-10259 | Office key cutting voucher | 18 Oct | 23 Oct | 510 | Silver Brook Operations |
6 of 6 records
Front desk postage reimbursementAccounting documents · AD-86851
Posting date20 Oct
Posted at23 Oct
Gross amount USD820
OrganizationMossfield Support Co.
Accounting documents
Prepare expense lines and revisions for an independent accounting decision.
- Own the record
- Check the revision
- Trace the outcome
- Accounting documents
- Document lines
- Record attachments
- Business partners
- Cash vouchers
OverviewDocuments Awaiting Review×
Petty Cash Management · Accounting documents
New
Documents Awaiting Review
Approval conditions
| Record number | Subject | Status | Revision | Gross amount USD | Owner | |
|---|---|---|---|---|---|---|
| AD-13510 | Front desk postage reimbursement | Review | 250 | 390 | Omar Haddad | |
| AD-70757 | Workshop cleaning supplies voucher | Review | 370 | 840 | Aisha Bello | |
| AD-25124 | Visitor refreshments reimbursement | Review | 540 | 90 | Kenji Mori | |
| AD-49790 | Courier fare cash voucher | Review | 700 | 770 | Ethan Clarke | |
| AD-82048 | Office key cutting voucher | Review | 470 | 960 | Ethan Clarke |
6 of 6 records
Front desk postage reimbursementAccounting documents · AD-13510
ReviewRevision250
Gross amount USD390
OwnerOmar Haddad
Review and evidence
Keep decisions, attachments and guarded action outcomes traceable.
- Assemble evidence
- Record the decision
- Inspect action outcomes
- Review decisions
- Record attachments
- Operation receipts
- Accounting documents
- Team members
OverviewReview Decision History×
Petty Cash Management · Review and evidence
New
Review Decision History
Review decisions
| Parent | Source revision | Decision | Decided at | Reason | Reviewer | |
|---|---|---|---|---|---|---|
| Emergency light bulb purchase | 400 | Approve | 26 Oct | Receipt matches approved spend | Lucia Ferraro | |
| Front desk postage reimbursement | 70 | Return | 13 Oct | Need itemized vendor receipt | Mei Chen | |
| Emergency light bulb purchase | 880 | Approve | 28 Oct | Amount exceeds cash limit | Mei Chen | |
| Workshop cleaning supplies voucher | 20 | Return | 30 Oct | Expense belongs in travel budget | Ethan Clarke | |
| Workshop cleaning supplies voucher | 640 | Approve | 19 Oct | Duplicate reimbursement request | Daniel Reyes |
6 of 6 records
Receipt matches approved spendReview decisions · RD-45087
ApproveParentEmergency light bulb purchase
Source revision400
Decided at26 Oct
ReviewerLucia Ferraro
Journal and periods
Connect approved documents to balanced journal entries in open periods.
- Maintain the account list
- Choose the period
- Match the effects
- Journal entries
- Journal lines
- Ledger accounts
- Accounting periods
- Accounting documents
- Operation receipts
OverviewOpen Accounting Periods×
Petty Cash Management · Journal and periods
New
Open Accounting Periods
Accounting periods
| Period label | Starts on | Ends on | Status | Organization | |
|---|---|---|---|---|---|
| January 2026 | 12 Oct | 20 Oct | Open | Willowcrest Community Trust | |
| February 2026 | 23 Oct | 31 Oct | Open | Marshline Field Office | |
| March 2026 | 17 Oct | 21 Oct | Open | Willowcrest Community Trust | |
| April 2026 | 26 Oct | 30 Oct | Open | Cedar Vale Services | |
| May 2026 | 12 Oct | 18 Oct | Open | Harbor Point Facilities |
6 of 6 records
January 2026Accounting periods · AP-92954
OpenStarts on12 Oct
Ends on20 Oct
OrganizationWillowcrest Community Trust
Receipts and applications
Trace verified cash receipts and their applications to posted documents.
- Verify the source
- Apply to a document
- Keep corrections traceable
- Cash receipts
- Cash applications
- Accounting documents
- Business partners
- Operation receipts
OverviewUnverified Cash Receipts×
Petty Cash Management · Receipts and applications
New
Unverified Cash Receipts
Cash receipts
| Receipt number | Provider event ID | Amount USD | Received at | Verified | Partner | |
|---|---|---|---|---|---|---|
| CR-27538 | bank_evt_20261001_1041 | 660 | 22 Oct | Unverified | Cedar Corner Market | |
| CR-59854 | bank_evt_20261002_1042 | 130 | 12 Oct | Unverified | North Pier Office Supply | |
| CR-81246 | bank_evt_20261003_1043 | 460 | 21 Oct | Unverified | Cedar Corner Market | |
| CR-39049 | bank_evt_20261004_1044 | 360 | 20 Oct | Unverified | Oak Lane Hardware | |
| CR-33899 | bank_evt_20261005_1045 | 60 | 15 Oct | Unverified | Harbor Parcel Counter |
6 of 6 records
bank_evt_20261001_1041Cash receipts · CR-27538
UnverifiedAmount USD660
Received at22 Oct
PartnerCedar Corner Market
Operations overview
See posted value, ledger balance, pending decisions and action exceptions.
- See posted activity
- Find unfinished work
- Investigate exceptions
- Accounting documents
- Journal entries
- Journal lines
- Operation receipts
- Review decisions
- Cash vouchers
OverviewOperations Needing Attention×
Petty Cash Management · Operations overview
New
Operations Needing Attention
Operation receipts
| Operation key | Action | Result state | Occurred at | Failure reason | Parent | |
|---|---|---|---|---|---|---|
| voucher-post-1041 | Post approved voucher | Failed | 27 Oct | Receipt amount differs from voucher | Office key cutting voucher | |
| voucher-review-1042 | Match receipt to voucher | Needs review | 23 Oct | Cash float has insufficient balance | Office key cutting voucher | |
| cash-topup-1043 | Replenish cash float | Failed | 29 Oct | Duplicate receipt reference | Parking fee reimbursement | |
| receipt-match-1044 | Return for missing receipt | Needs review | 11 Oct | Expense category is missing | Visitor refreshments reimbursement | |
| ledger-close-1045 | Reverse duplicate entry | Failed | 14 Oct | Review approval has expired | Workshop cleaning supplies voucher |
6 of 6 records
voucher-post-1041Operation receipts · OR-54546
FailedActionPost approved voucher
Occurred at27 Oct
Failure reasonReceipt amount differs from voucher
ParentOffice key cutting voucher
Process
From voucher to ledger
Petty cash voucher and posting ships ready to use. 2 steps need a named approval before the work moves on: Review voucher (Accounting Reviewer) and Review document (Accounting Reviewer).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Prepare document
Enter the expense, lines and receipt evidence under its owner.
Nina AlvarezCV-20914 · Accounting PreparerPrepare documentBy Accounting Preparer -
Submit voucher
Tie the custodian, spend and receipt reference to the parent document.
Nina AlvarezCV-20914 · Accounting PreparerSubmit voucherBy Accounting Preparer -
Review voucher
An Accounting Reviewer checks custody evidence and decides on the submitted revision.
Nina AlvarezCV-20914 · Accounting ReviewerReview voucherBy Accounting ReviewerApprovalAccounting Reviewer decides on the submitted voucher revision. -
Review document
An Accounting Reviewer checks the document revision and records the accounting decision.
Nina AlvarezCV-20914 · Accounting ReviewerReview documentBy Accounting ReviewerApprovalAccounting Reviewer decides on the accounting document revision. -
Post journal
Record balanced lines for an approved document in an open period.
Nina AlvarezCV-20914 · Accounting PreparerPost journalBy Accounting Preparer -
Reconcile effects
Compare operation outcomes with the recorded document and journal effects.
Nina AlvarezCV-20914 · Accounting ReviewerReconcile effectsBy Accounting Reviewer
Inside a record
Connect source and accounting systems
Open any cash voucher to see the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Parent, Revision, Spent at and Amount USD.
- 2Linked records
Records linked to this cash voucher.
- 3Who works on it
Accounting Preparer, Accounting Reviewer and Auditor, each with their own permissions.
- 4Process stages
Submit voucher, with the role that acts.
- 5Approvals
Review voucher and Review document, with who decides.
Vouchers Awaiting DecisionNina Alvarez×
Petty Cash Management · Cash vouchers
Log activity
Nina Alvarez
Parking fee reimbursement · Submitted
1
Record details
ParentParking fee reimbursement
Revision20
Spent at13 Oct
Amount USD340
3
Who works on it
- Accounting PreparerManage accounting documents, cash vouchers, document lines…
- Accounting ReviewerView accounting documents, accounting periods, business…
- AuditorView accounting documents, accounting periods, business…
4
Process stages
- Submit voucherAccounting Preparer
5
Approvals
- Review voucherAccounting ReviewerApproved
- Review documentAccounting ReviewerWaiting
Approvals
Keep decisions independent
OverviewApprovals×
Petty Cash Management · Overview
Approvals
Signed in as Accounting Reviewer
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- CV-20914Nina AlvarezSubmitted3dActions
- CV-98154Omar HaddadSubmitted3dActions
- CV-15094Priya NairSubmitted2dActions
- CV-90956Ethan ClarkeSubmitted3dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Review voucherAn Accounting Reviewer checks custody evidence and decides on the submitted revision. | Accounting Reviewer | |
| Review documentAn Accounting Reviewer checks the document revision and records the accounting decision. | Accounting Reviewer |
2 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Petty Cash Management to the work that is theirs. Pick a role to see what it starts with.
Accounting Preparer
Prepare assigned operational records and execute eligible reviewed actions. Record entry on Accounting Documents, Cash Vouchers, Record Attachments and Document Lines; read only on Business Partners, Review Decisions and Operation Receipts. Approval decisions belong to the workflows.
This is the first screen this role sees.
OverviewDocument Status Board×
Document Status Board
Accounting documents · Accounting Preparer
Draft2
Front desk postage reimbursementAD-91387
360
Office key cutting voucherAD-87601
360
Add
Review2
Workshop cleaning supplies voucherAD-99153
960
Printer paper cash purchaseAD-56187
690
Add
Approved1
Visitor refreshments reimbursementAD-42051
470
Add
Posted1
Courier fare cash voucherAD-11922
90
Add
Accounting Reviewer
Review eligible revisions independently and reconcile operational evidence. Read only across every table; approve and reject run through guarded actions only, and a reviewer cannot approve their own submission.
This is the first screen this role sees.
OverviewVouchers Awaiting Decision×
Vouchers Awaiting Decision
Cash vouchers · Accounting Reviewer
| Parent | Status | Revision | Custodian | Spent at | Amount USD | |
|---|---|---|---|---|---|---|
| Parking fee reimbursement | Submitted | 20 | Nina Alvarez | 13 Oct | 340 | |
| Visitor refreshments reimbursement | Submitted | 680 | Omar Haddad | 13 Oct | 650 | |
| Courier fare cash voucher | Submitted | 150 | Priya Nair | 30 Oct | 230 | |
| Workshop cleaning supplies voucher | Submitted | 320 | Ethan Clarke | 01 Nov | 430 | |
| Emergency light bulb purchase | Submitted | 650 | Aisha Bello | 19 Oct | 960 |
6 of 6 records
Auditor
Read authorized evidence and reports. Read only across every table; no record entry and no approval authority.
This is the first screen this role sees.
OverviewPosted Documents×
Posted Documents
Accounting documents · Auditor
| Record number | Subject | Posting date | Posted at | Gross amount USD | Organization | |
|---|---|---|---|---|---|---|
| AD-86851 | Front desk postage reimbursement | 20 Oct | 23 Oct | 820 | Mossfield Support Co. | |
| AD-88895 | Workshop cleaning supplies voucher | 12 Oct | 16 Oct | 160 | Larkspur Learning Center | |
| AD-45707 | Visitor refreshments reimbursement | 11 Oct | 14 Oct | 100 | Silver Brook Operations | |
| AD-14291 | Courier fare cash voucher | 12 Oct | 13 Oct | 570 | Mossfield Support Co. | |
| AD-10259 | Office key cutting voucher | 18 Oct | 23 Oct | 510 | Silver Brook Operations |
6 of 6 records
App Administrator
Maintain organization configuration and membership. Record entry on Organizations, Team Members and Business Partners only; administrative membership does not confer financial or approval authority.
- Manage business partners, Organizations, team members
Admin
Maintain the user account and access needed to administer the app, while financial decisions remain with the Accounting Reviewer.
- View Organizations, team members, accounting documents, cash vouchers, review decisions, operation receipts
Reports
Explain balances from records
Answer questions about posted value, cash custody and operation exceptions.
Overview×
Petty Cash Management · Overview
Petty Cash Management dashboard
This quarter
Accounting periods in view
6Open
3Review
3Cash vouchers by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 37 | ||
| Submitted | 14 | 38% | |
| Approved | 4 | 29% | |
| Rejected | 1 | 25% |
Revision by status
Sample totals per stage
- 01Posted document value
Sum gross amount USD for accounting documents marked Posted by posting date.
- 02Ledger debit and credit by month
Group journal lines debit USD and credit USD through journal entries posting date.
- 03Voucher decision queue
List cash vouchers marked Submitted with amount USD, Custodian and Parent.
- 04Voucher spend by custodian
Group cash vouchers amount USD by Custodian and Status.
- 05Receipt verification
Compare cash receipts by Verified and received at.
- 06Cash applied by document
Sum active cash applications applied USD where reversed at is empty under each accounting documents record.
- 07Operation exceptions
List operation receipts in Failed or needs review with failure reason.
- 08Period posting activity
Group journal entries by Period and Status.
Who it's for
Fit everyday cash work
See how Petty Cash Management fits your kind of team.
Controls
Trace decisions and exceptions
Each stage of petty cash voucher and posting names the role that acts and the status it records, so a change is never anonymous.
OverviewPetty cash voucher and posting×
Petty Cash Management · Process
Petty cash voucher and posting
Each stage, the role that acts and the status it records
Process stages
10Approval steps
2Roles involved
2Tables touched
10Submit voucher
Accounting PreparerStatusDraft → Submitted
RecordsCash vouchers
Review voucherApproval
Accounting ReviewerStatusSubmitted → Approved
Submit document
Accounting PreparerStatusDraft → Review
- StartCash vouchersSubmit voucherDraft → Submitted
- ApprovalAccounting ReviewerReview voucherSubmitted → Approved
- StepAccounting PreparerSubmit documentDraft → Review
- ApprovalReview decisionsReview documentReview → Approved
- StepJournal entriesPost journalApproved → Posted
AI agent
Ask Proto about the next record
Use an assistant to prepare records and explain pending work within role scope.
It can
- Accounting Preparer: Find draft documents owned by the preparer's team-member record, summarize their lines and identify the related voucher and receipt evidence before review.
- Accounting Reviewer: Show the documents awaiting decision and the revision, amount, owner and evidence that need checking.
- Auditor: Trace a posted document through its decision, journal entry, lines and operation receipt.
- App Administrator: List active organization membership and partner records for access review.
Stays with a person
- A person makes the approval decision.
- The assistant can assemble context and point to records, but the Accounting Reviewer must inspect the source revision and make the decision through the authorized action.
- Provider verification and a posted ledger effect also require a check against their source records.
- Keep the actor's role and organization scope in every request.
Show Draft accounting documents owned by my team-member record with their gross amounts and linked vouchers. Then identify the ones with a receipt attachment that I can prepare for review.
A person makes the approval decision.
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 17 tables17tables
- Cash vouchers3
- Accounting documents5
- Review and evidence5
- Journal and periods6
- Receipts and applications5
- Operations overview6
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Set the operating scope
Choose the organization, finance owners, custodians and first purchase type for the pilot.
Prepare the records
Add team membership, partners, ledger accounts and an open accounting period.
Agree evidence
Decide what the custodian sends, how the receipt is attached and when a voucher moves to Submitted.
Rehearse decisions
Have a preparer and a separate reviewer work through voucher and document approval, including a rejected case.
Check posting and exceptions
Follow an approved document into a balanced journal and inspect its operation receipt and Operations Overview result.
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
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Petty Cash Management for your business. Pilot one organization, its petty cash account, one custodian and a complete voucher-to-journal case.
What does a voucher record?
It links a parent accounting document and organization to the custodian, spend date, amount and receipt reference. Its status shows whether it is Draft, Submitted, Approved, Rejected or Completed.
Who can approve a voucher?
Accounting Reviewer makes the independent decision on a submitted voucher revision. Accounting Preparer prepares the voucher and its source evidence.
Is document approval separate from voucher approval?
Yes. The document review examines the expense lines, gross amount, counterparty and source revision. The voucher decision examines custody and receipt detail tied to that document.
How does a posted expense reach the ledger?
An approved accounting document links to a journal entry in an open accounting period. Journal lines carry the debits and credits under ledger accounts.
Where do receipts go?
A spend receipt can be attached to the accounting document and identified on its voucher. A cash receipt records money received from a provider; an application links that receipt to a posted document.
What happens when a review is rejected?
The preparer corrects the source details and submits the relevant revision again. The document decision keeps the reviewer, time and reason.
How are failed actions investigated?
Open Operations Needing Attention or the Operations Overview exception queue. Check the operation key, parent document, failure reason and recorded effects before retrying.
Can an auditor change the cash records?
Auditor has read access to authorized evidence and reports. Record entry and financial approval remain with the operating and reviewing roles.
Which dates matter for reporting?
Document date, voucher spend date, receipt received date and journal posting date serve different questions. Choose the appropriate period and trace totals to their source records.
Set up Petty Cash Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.