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- Travel & Expense Management
- Who it's for
- Supplier-heavy operations
Supplier-heavy operations
An organization paying many service merchants can use supplier records, expense reports and reimbursements to keep each payable traceable. Holds, disputed reports and failed payment attempts need visible owners so a due date does not become the only decision signal.
How Travel & Expense Management is set up for you
Start with the source
Use the supplier or business partner already responsible for the charge. Keep the organization, date and reference with the transaction.
Separate review and payment
A report reaching Submitted waits for an Expense Reviewer. An approved cost still needs a scheduled reimbursement and its own release outcome.
Keep the accounting line
Expense lines and journal lines use ledger accounts. Staff Accountant checks account coding and the accounting period before interpreting totals.
Follow exceptions
Controller can use Operations Overview to inspect failed actions and open the underlying record for a correction.
An organization paying many service merchants can use supplier records, expense reports and reimbursements to keep each payable traceable. Holds, disputed reports and failed payment attempts need visible owners so a due date does not become the only decision signal.
Load active suppliers with their organization and terms, then prepare a representative expense report and payment. Rehearse one On Hold supplier and one failed release. Review the supplier, report, decision and operation result as one case before expanding the process.
During setup, agree which people may prepare, approve and release. Decide how the bank result arrives and who records the reference on a reimbursement. Use [implementation](/travel-expense-management/implementation) to plan the first cycle and [data model](/travel-expense-management/data-model) to check the source records. A real pilot should include a returned report or a failed operation so the team sees how correction works.
Features to start with
Roles on the team
- Expense Preparer
- Creates expense reports and lines and submits complete reports for review.
- Expense Reviewer
- Checks submitted reports, records decisions and approves within assigned authority.
- Treasury Analyst
- Schedules reimbursements, releases authorized payments and checks bank references.
- Controller
- Owns approval limits, document oversight and period review.
Set up Travel & Expense Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.