Expense Preparer
Creates expense reports and lines and submits complete reports for review.
Can
- Manage expense reports, expense lines
- View Suppliers, ledger accounts, accounting periods
Starts on: AP Bills Worklist
- Travel & Expense Management
- Roles and permissions
Who can do what in Travel & Expense Management
Assign expense preparation, review, payment and accounting work to named owners.
How permissions work
Expense preparation
Expense Preparer creates reports and lines, then submits them for review.
Review authority
Expense Reviewer checks submitted costs and uses the approval action. Controller decides the higher authority and exception path.
Payment authority
Treasury Analyst schedules reimbursements and records release through the configured action. The payment provider supplies the external outcome.
Accounting access
Staff Accountant manages journals and examines periods, documents and account coding.
Administration
Admin maintains users and master identities; access to an operational screen should follow the person's job.
Who can do what
| Role | Expense report intake | Approval desk | Reimbursement control | Supplier records | Accounting documents | Ledger and period review | Operations oversight |
|---|---|---|---|---|---|---|---|
| Expense Preparer | Edit | Edit | — | View | View | View | — |
| Expense Reviewer | Approve | Approve | Edit | View | — | — | Edit |
| Treasury Analyst | View | View | Edit | View | — | — | View |
| Staff Accountant | View | View | — | — | View | Edit | — |
| Controller | Approve | Approve | Approve | — | Edit | Edit | Edit |
| Admin | Edit | Edit | View | Edit | Edit | Edit | Edit |
Each role in detail
Expense Reviewer
Checks submitted reports, records decisions and approves within assigned authority.
Can
- View expense reports, expense lines, Suppliers, record attachments
- Manage review decisions
Reviews and approves
- Approve expense reports
Starts on: Expense Reports Pending Approval
Treasury Analyst
Schedules reimbursements, releases authorized payments and checks bank references.
Can
- Manage Reimbursements
- View expense reports, Suppliers, operation receipts
Starts on: Treasury Payment Register
Staff Accountant
Maintains journals and period coding and reviews balances across expense and document records.
Can
- Manage journal entries, journal lines
- View ledger accounts, accounting periods, expense reports, accounting documents
Starts on: Accounting Period Calendar
Controller
Owns approval limits, document oversight and period review.
Can
- Manage accounting periods, ledger accounts, team members
- View expense reports, Reimbursements, accounting documents, review decisions, operation receipts
Reviews and approves
- Approve expense reports, Reimbursements
Starts on: Expense Reports Pending Approval
Admin
Configures access and master records for the finance workspace.
Can
- Manage Users, Organizations, Suppliers, business partners, team members, ledger accounts
- View expense reports, accounting documents, Reimbursements
Set up Travel & Expense Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.