The Travel & Expense Management workspace brings supplier expense reports, their coded lines, review decisions and reimbursements into one finance work area. A preparer records the supplier, organization, accounting period, amount and individual expense lines.
disputed waits for the expense preparer
| Expense report number | Supplier | Organization | Expense date | Due date | Total amount | |
|---|---|---|---|---|---|---|
| ER-51045 | Cedar Sky Air Services | Bluefield Services Group | 26 Oct | 04 Nov | 60 | |
| ER-38407 | Cedar Sky Air Services | Elmbridge Research Co. | 24 Oct | 28 Oct | 140 | |
| ER-65861 | Riverbend Lodging Ltd. | Silver Ridge Operations Ltd. | 13 Oct | 20 Oct | 890 | |
| ER-15410 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 31 Oct | 04 Nov | 630 | |
| ER-96726 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 22 Oct | 30 Oct | 750 |
Expense Reviewer decides after checking the submitted lines and supplier.
Every feature works on the same records. Pick one to see the screen your team works in.
Give each supplier expense a clear header, coded lines and an accountable preparer.
Expense reports
| Expense report number | Supplier | Amount reimbursed | Total amount | Status | |
|---|---|---|---|---|---|
| ER-41208 | Cedar Sky Air Services | 610 | 600 | Paid | |
| ER-27156 | Blue Mesa Conference Center | 570 | 540 | Paid | |
| ER-94525 | Cedar Sky Air Services | 400 | 60 | Paid | |
| ER-97043 | North Ridge Car Hire | 740 | 570 | Paid | |
| ER-79214 | North Ridge Car Hire | 540 | 730 | Paid |
Make the expense decision visible with its reviewer, outcome and operation record.
Expense reports
| Expense report number | Supplier | Due date | Balance due | Status | |
|---|---|---|---|---|---|
| ER-25438 | Harbor Gate Rail Co. | 18 Oct | $0.00 | Draft | |
| ER-22571 | Cedar Sky Air Services | 17 Oct | $184.50 | Submitted | |
| ER-89009 | Cedar Sky Air Services | 12 Oct | $623.18 | Approved | |
| ER-66985 | Stonepath Taxi Services | 12 Oct | $1,247.90 | Scheduled | |
| ER-71481 | Cedar Sky Air Services | 13 Oct | $78.40 | Paid |
Schedule supplier payments and preserve the release outcome.
Reconciled waits for the treasury analyst
| Reimbursement number | Expense report | Reimbursement date | Amount | Bank reference | Status | |
|---|---|---|---|---|---|---|
| RMB-98009 | Site inspection, Sacramento | 29 Oct | 370 | ACH-2026-04128 | Released | |
| RMB-12973 | Annual planning summit, Reno | 28 Oct | 780 | ACH-2026-04143 | Released | |
| RMB-86388 | Supplier audit trip, Phoenix | 26 Oct | 60 | ACH-2026-04157 | Released | |
| RMB-26630 | Annual planning summit, Reno | 23 Oct | 870 | ACH-2026-04168 | Released | |
| RMB-70856 | Customer workshop, Seattle | 27 Oct | 200 | ACH-2026-04182 | Released |
Keep the correct merchant and remittance identity on each expense.
Expense reports
Track partner documents from draft through settlement.
Accounting documents
| Document number | Business partner | Due date | Balance due | Status | |
|---|---|---|---|---|---|
| AD-69649 | Willow Gate Events Co. | 17 Oct | $0.00 | Overdue | |
| AD-54939 | Northline Research Partners | 19 Oct | $184.50 | Overdue | |
| AD-92913 | Harbor Vale Consulting Co. | 12 Oct | $623.18 | Overdue | |
| AD-31685 | Northline Research Partners | 16 Oct | $1,247.90 | Overdue | |
| AD-61923 | Silver Brook Client Services | 03 Nov | $78.40 | Overdue |
Keep expense and document accounting tied to the correct period.
Posting waits for the staff accountant
| Entry number | Entry date | Source | Accounting period | Out of balance | Status | |
|---|---|---|---|---|---|---|
| JE-27937 | 17 Oct | Manual | March 2026 | $0.00 | Draft | |
| JE-44222 | 09 Oct | Expense Reports | January 2026 | $12.40 | Draft | |
| JE-62584 | 19 Oct | Accounting Documents | May 2026 | $48.75 | Draft | |
| JE-44278 | 13 Oct | Payroll | January 2026 | $105.20 | Draft | |
| JE-14041 | 10 Oct | Treasury | May 2026 | $3.18 | Draft |
Follow decisions, action results and attached evidence across finance work.
Operation receipts
| Receipt number | Operation type | Reference | Occurred at | Result | Actor | |
|---|---|---|---|---|---|---|
| OR-32606 | Expense Report Approval | EXP-2026-0412 | 28 Oct | Failed | Evan Brooks | |
| OR-62290 | Reimbursement Release | REIMB-2026-0087 | 30 Oct | Partial | Leena Patel | |
| OR-36852 | Journal Posting | JE-2026-1034 | 30 Oct | Skipped | Rafael Costa | |
| OR-94455 | Period Close | EXP-2026-0418 | 01 Nov | Failed | Sophie Chen | |
| OR-32219 | Accounting Document Send | REIMB-2026-0091 | 02 Nov | Partial | Nia Okafor |
Expense approval and reimbursement ships ready to use. 2 steps need a named approval before the work moves on: Approve expense report (Expense Reviewer) and Release reimbursement (Treasury Analyst).
Capture the supplier, organization and coded lines.
Move the completed report to the review queue.
Expense Reviewer checks the cost and records a decision.
Link the planned amount to the approved report.
Treasury Analyst records the local release action; the bank result follows separately.
Check the bank reference and actual payment result.
Open any expense report to see its reimbursements, the roles that work on it, its process stages and its approvals on one page.
Organization, Expense date, Due date and Total amount.
Each line is linked to this expense report.
Expense Preparer, Expense Reviewer and Treasury Analyst, each with their own permissions.
Prepare expense report, with the role that acts.
Approve expense report and Release reimbursement, with who decides.
Bluefield Services Group · Submitted
| Reimbursement number | Supplier | Expense report |
|---|---|---|
| RMB-22461 | Blue Mesa Conference Center | Supplier audit trip, Phoenix |
| RMB-41969 | Harbor Gate Rail Co. | Field training week, Boise |
| RMB-47146 | Stonepath Taxi Services | Customer workshop, Seattle |
Expense Reviewer checks submitted costs and uses the approval action. Controller decides the higher authority and exception path.
Signed in as Expense Reviewer
| Decision | Approver | |
|---|---|---|
| Approve expense reportExpense Reviewer checks the cost and records a decision. | Expense Reviewer | |
| Release reimbursementTreasury Analyst records the local release action; the bank result follows separately. | Treasury Analyst | |
| Approve expense reports | Expense Reviewer | |
| Approve expense reports, Reimbursements | Controller |
Everyone opens Travel & Expense Management to the work that is theirs. Pick a role to see what it starts with.
Creates expense reports and lines and submits complete reports for review.
This is the first screen this role sees.
Expense reports · Expense Preparer
Checks submitted reports, records decisions and approves within assigned authority.
This is the first screen this role sees.
Expense reports · Expense Reviewer
| Expense report number | Supplier | Organization | Expense date | Due date | Total amount | |
|---|---|---|---|---|---|---|
| ER-51045 | Cedar Sky Air Services | Bluefield Services Group | 26 Oct | 04 Nov | 60 | |
| ER-38407 | Cedar Sky Air Services | Elmbridge Research Co. | 24 Oct | 28 Oct | 140 | |
| ER-65861 | Riverbend Lodging Ltd. | Silver Ridge Operations Ltd. | 13 Oct | 20 Oct | 890 | |
| ER-15410 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 31 Oct | 04 Nov | 630 | |
| ER-96726 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 22 Oct | 30 Oct | 750 |
Schedules reimbursements, releases authorized payments and checks bank references.
This is the first screen this role sees.
Reimbursements · Treasury Analyst
Maintains journals and period coding and reviews balances across expense and document records.
This is the first screen this role sees.
Accounting periods · Staff Accountant
Owns approval limits, document oversight and period review.
This is the first screen this role sees.
Expense reports · Controller
| Expense report number | Supplier | Organization | Expense date | Due date | Total amount | |
|---|---|---|---|---|---|---|
| ER-51045 | Cedar Sky Air Services | Bluefield Services Group | 26 Oct | 04 Nov | 60 | |
| ER-38407 | Cedar Sky Air Services | Elmbridge Research Co. | 24 Oct | 28 Oct | 140 | |
| ER-65861 | Riverbend Lodging Ltd. | Silver Ridge Operations Ltd. | 13 Oct | 20 Oct | 890 | |
| ER-15410 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 31 Oct | 04 Nov | 630 | |
| ER-96726 | Cedar Sky Air Services | Silver Ridge Operations Ltd. | 22 Oct | 30 Oct | 750 |
Configures access and master records for the finance workspace.
Answer questions about expense aging, decisions, reimbursements and accounting balances.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 44 | ||
| Submitted | 11 | 25% | |
| Approved | 2 | 18% | |
| Scheduled | 1 | 50% |
Sample totals per stage
Show total amount and balance due by report status and organization.
Show submitted reports by supplier and due date.
Show each supplier's expense reports and linked reimbursement amounts and statuses.
Find released payments without a reconciled status and show their bank references.
Show open partner documents by due date, balance due and status.
Compare debit and credit totals and out-of-balance result by entry and period.
List report decisions by reviewer, outcome and decision time.
Show failed, partial and skipped operations by type, actor and occurrence date.
See how Travel & Expense Management fits your kind of team.
Use supplier expense and accounting records for professional services finance.
Use supplier expense and accounting records for multi-entity finance teams.
Use supplier expense and accounting records for supplier-heavy operations.
Each stage of expense approval and reimbursement names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Ask Proto to prepare expense work while people retain approval and payment decisions.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 17 tablesStart with one team and one process, then add the rest once the basics are running.
Choose the organization, Expense Preparer, Expense Reviewer, Treasury Analyst, Staff Accountant and Controller for the pilot.
Clean supplier names, ledger accounts and the accounting period before entering expenses.
Enter a supplier expense report with coded lines, submit it and make the reviewer decision through the approval action.
Schedule a linked reimbursement, record its release action, then obtain the actual bank result and reference.
Review journal coding, period and balances, along with any partner document in the same cycle.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| 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 |
Click Get started, then use Proto to configure Travel & Expense Management for your business. Pilot one organization, a current accounting period and a supplier report that can be reviewed and reimbursed end to end.
Expense Preparer enters the supplier, dates, amount and coded lines, then submits the report for Expense Reviewer.
Expense Reviewer uses the approval action on a Submitted report. The report becomes Approved, and the action records a review decision and operation result.
Review decisions can record a Returned or Rejected outcome with conditions and notes. Agree the correction route and have the preparer submit the corrected record for a fresh decision.
Treasury Analyst schedules the linked reimbursement and records a local release through the configured action. After the payment provider supplies the result, Treasury Analyst checks the bank reference and marks it Reconciled.
Controller can locate the failed operation result in Operations Overview and assign the linked reimbursement to Treasury Analyst for follow-up.
Expense lines carry the description, quantity, unit price, tax code and ledger account. Staff Accountant reviews account use and the related journal context.
Accounting documents and document lines hold partner amounts, due dates and account-coded details. The send action records the attempt and moves a Draft document to Sent.
Accounting periods provide the calendar and state. Staff Accountant reviews the period on expense reports and journal entries; Controller checks balances and exceptions before changing period status.
Start free, then use Proto to change fields, steps and approvals before your team goes live.