Business management · Corporate Expenses (T&E)

Expenses, trips, and reimbursements with policy checks on the spot and payment in Finance

Employees log an expense with the receipt attached in seconds and see on the same screen whether it is within policy. Expenses become a report, approval follows the right authority level, the audit looks for duplicates and split transactions, and the reimbursement becomes a payable with no retyping. Cash advances, trips with per diems, mileage, and reconciled corporate card statements complete the cycle.

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The problem and the fix

The problems Corporate Expenses (T&E) solves every day

If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.

The problem

The receipt arrives as a photo on WhatsApp, someone adds it up in a spreadsheet, and the reimbursement is typed into accounts payable.

With Partiu Formatura

Expense entry with the receipt attached right on the expense, a report with calculated totals, and a reimbursement created as a payable in one click, allocated by cost center.

The problem

The travel policy lives in a PDF, and a dinner over the limit is only noticed in the audit, weeks later.

With Partiu Formatura

Policies with limits per expense, per day, per month, and per person, checked while the employee types, with the action the company chooses: warn, require a justification, or block.

The problem

The same receipt was reimbursed twice, to two different people.

With Partiu Formatura

Duplicates detected by date, amount, and merchant across all employees, with a link to the other expense, and an audit scan that also catches split transactions.

The problem

Nobody knows whether the March advance was accounted for or how much the employee still has.

With Partiu Formatura

Advance balance calculated from the linked expenses, returns recorded with proof, and an optional lock on new advances while an overdue one exists.

The problem

The corporate card statement has a hundred transactions and half of them have no receipt.

With Partiu Formatura

Statement import, automatic reconciliation with expenses, follow-up with the cardholder on what is still missing a receipt, and a close that only happens when everything is explained.

The problem

The manager goes on vacation and the approval queue freezes.

With Partiu Formatura

Delegation with start and end dates, an approval chain built from the amount, and an approver who is never the employee who spent the money.

In practice

Real examples of Corporate Expenses (T&E) working for you

Everyday situations at graduation companies, from the problem to the result, using the modules on this page.

01

The event in another city

The scenario

The production team traveled for three days to a graduation in another city, with hotel, taxis, meals, and fuel.

With the system

The trip was approved beforehand, with per diems suggested by the table and a cash advance already filled in. Each expense was logged on a phone with the receipt and linked to the trip.

The result

Back home, the report showed budget versus actual, the advance balance, and the reimbursement of the difference, paid by Finance without a spreadsheet.

02

The dinner over the limit

The scenario

A salesperson took the graduation committee to dinner, and the amount per person went over the policy limit.

With the system

The form asked for the attendees, calculated the amount per person, and showed the warning with the limit before saving. The policy required a justification, which was written right there.

The result

The approver saw the violation highlighted in the report, approved it with a partial reduction, and the reason was recorded for the audit.

03

The statement that almost closed itself

The scenario

Finance spent two days a month matching the corporate card statement to receipts.

With the system

The statement was imported from CSV, automatic reconciliation matched transactions to expenses by cardholder, date, and amount, and ties went to a side-by-side review.

The result

Closing started taking minutes, personal transactions became the employee's debt, and the payable to the issuer went out with the amount checked.

How it works

How information flows through Corporate Expenses (T&E)

Every step is a real module, and what comes out of one goes into the next without anyone typing it again.

  1. 1The policy is definedThe company chooses limits by category, job title, or person and what each rule does. Categories and a suggested policy come ready to adjust.
  2. 2The trip is approved beforehandWhen there is a trip, it is requested with legs and per diems, approved, and, if needed, unlocks a cash advance already filled in.
  3. 3The expense is logged with a receiptThe employee picks the category, types the amount, and attaches the receipt. The policy is checked on the spot and duplicates are flagged before saving.
  4. 4The report goes through the authority levelsExpenses become a report that goes to the manager and to the authority levels the amount reaches. The approver can reduce, reject, or return it for correction.
  5. 5The money is settledThe reimbursement becomes a payable with allocation, leftover advances are returned with proof, and the card statement is reconciled and closed.
  6. 6Audit and budget close the cycleThe scan looks for duplicates, split transactions, and invalid tax IDs, and consumption is compared with the T&E budget by cost center, with an alert before it runs over.

Module by module

Everything included in Corporate Expenses (T&E)

9 modules and 66 features on this page, all running on the same class, graduate and event records.

Expense Entry with Receipt

Faster than sending a photo of the receipt for someone to add up later.

  • Category picked from an icon grid, amount, date, and receipt: everything else is suggested
  • Receipt dragged onto the screen and stored securely in the cloud, as an image or PDF
  • Ready-made categories on first access: airfare, taxi and ride apps, lodging, meals, fuel, mileage, client meals, and others
  • Mileage calculated from kilometers and the company rate per km, with no typed amount
  • Client meals ask for the attendees and check the per-person limit
  • Foreign currency expenses converted to reais at the rate entered with the expense
  • Paid personally, corporate card, cash advance, or billed to the company, and only expenses paid by the employee become reimbursements
  • Cost center, class group, and branch on every expense, so spending lands in the right place
  • Categories that require a receipt ask for the reason when there is none
  • Merchant tax ID validated by its check digits

Expense Policy That Warns Right Away

The rule shows up while the person is typing, not three weeks later in the audit.

  • Policies by company, job title, department, or employee, with priority and validity period
  • Limits per expense, per day, per month, and per person, maximum entry deadline, weekend block, and prohibited categories
  • Each rule chooses what to do: just warn, require a justification, or block the report from being submitted
  • "Within policy" badge or a warning with the limit and the calculated amount shown on the form before saving
  • Violations saved on the expense and counted on the report, so the approver knows where to look
  • Suggested policy ready for the company to adjust instead of starting from scratch
  • The same receipt entered by two people is flagged as a possible duplicate, with a link to the other expense

Reports and Approval by Authority Level

Grouped expenses, approved by the right people and never by whoever spent the money.

  • Expense report with purpose, period, trip, and cost center, with totals always calculated from the expenses
  • Totals split into reimbursable, corporate card, and cash advance, with the balance to return or to receive
  • Approval chain built on submission: the employee's manager and then every authority level the amount reaches
  • Whoever spent never approves their own report; that level is skipped to the next one
  • Delegation with start and end dates so a manager can go on vacation without blocking the queue
  • Simulator showing which approvers a report of a given amount will go through
  • Per-expense reductions at approval time, only downward and always with a reason
  • Rejecting closes the report with a comment; returning reopens it for correction with a comment
  • Approval inbox with multiple selection to approve everything without violations at once
  • Step tracker showing which level the report is at and who has already decided

Cash Advances and Reimbursement in Finance

Money that goes out first, what comes back later, and reimbursements that pay themselves.

  • Cash advance request with purpose, date needed, and accountability deadline
  • An approved and paid advance creates the payable to the employee in Finance
  • Employees with an overdue advance not accounted for cannot get another one, if the company wants that lock
  • Advance balance calculated from the approved expenses linked to it
  • Leftover advance recorded as a return, with proof of transfer attached
  • Reimbursement created in one click as a payable, with due date, finance category, and allocation by the expenses' cost centers
  • Paid status is read from accounts payable, with no parallel control of who has been paid

Trips, Per Diems, and Mileage

Trips approved before they happen, with budget and actual side by side.

  • Domestic or international trip request with destination, dates, reason, cost center, and class group
  • Flight, bus, personal car, rental, and hotel legs, with estimated amount, actual amount, and booking code
  • Per diem table by state capital, inland city, or international destination and by job level, with automatic amount suggestion
  • Per diems calculated from the trip days, with no manual math
  • An approved trip unlocks a cash advance already filled with per diems and legs
  • Expenses outside the trip dates trigger an alert
  • Trip budget versus actual, with a warning when the deviation exceeds 20%
  • Tickets, vouchers, and bookings kept as trip attachments

Corporate Card and Statement Reconciliation

Every card transaction with the expense and receipt that justify it.

  • Cards with nickname, brand, only the last four digits, cardholder, limit, closing day, and due date
  • Statement import from CSV with on-screen column mapping, never importing the same transaction twice
  • Automatic reconciliation by cardholder, date, and amount, with ties sent for review instead of guessed
  • Side-by-side manual matching between transaction and expense
  • A transaction without an expense becomes an expense in one click, already filled in
  • Personal transactions marked as the employee's debt
  • Cardholders see their own transactions still waiting for a receipt
  • Closing the statement requires everything reconciled or a justification, and creates the payable to the card issuer

Expense Audit

What the policy does not catch, the scan finds.

  • Automatic rules for duplicates, weekends, round amounts, split transactions, invalid tax IDs, late entries, and missing receipts
  • Split transactions detected when several expenses on the same day at the same merchant add up above the limit while each one stays below it
  • Random sample of the month's approved reports, reproducible by period
  • Findings with severity, evidence, and opinion, handled as justified, confirmed, or dismissed
  • Scans that never recreate a finding that was already handled

T&E Spending Analysis and Budget

How much the company spends on travel and entertainment, with whom, and against which budget.

  • Spending by category, cost center, employee, and month
  • Employees and categories with the most policy violations
  • Annual T&E budget by cost center and category, with linear or manual monthly distribution
  • Consumption adding approved expenses and paid advances not yet accounted for
  • Alert when consumption reaches the set percentage of the budget for the month or year to date
  • Daily routine that syncs paid reimbursements and follows up on stalled reports, overdue advances, and transactions without receipts

Permissions and Self-Service

Employees handle their own items; finance, audit, and configuration each have their own door.

  • Employees log and track their own expenses, reports, advances, and trips
  • Separate permissions to log on behalf of another employee, approve, pay, audit, and configure
  • Employee spending profile created automatically on first access, with import from the staff records
  • Checks performed on screen and again on the server, on every call
  • Employee, category, cost center, trip, card, and approver always picked from a list, never typed
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Where Corporate Expenses (T&E) lives in the feature catalog

These catalog areas detail, feature by feature, the modules behind this page.

Corporate Expenses (T&E)

Employees log an expense in seconds with the receipt attached, and the company policy warns right away if the amount goes over the limit.

Finance, Treasury & Banks

Collections, accounts payable, cash position, bank integrations, remittances, returns and reconciliation in the same flow.

Routes & Trips

Georeferenced wallet, periodic itinerary, visit registered in the right place, order taken on time, goal determined alone and corporate travel with policy, advance payment and reimbursement.

Budget Management

From annual planning to the end of the month: budget for the company, the class, the event and the committee's cash flow in a single cycle.

Explore more in ERP

Finance

Accounts receivable by class and by graduate, automatic billing via boleto, PIX and card, accounts payable with approvals, projected cash flow and bank reconciliation, all in the same database where the class was signed.

Budget

Annual planning in a live spreadsheet with scenarios and assumptions, provisions that fill in from real data, a collaborative campaign with a cap per manager, budget versus actual with drill-down to the document, and a funds gate on purchasing, accounts payable, payroll, and freelancer fees.

Accounting

General ledger, journal, and trial balance generated from real operational activity, a single chart of accounts shared with finance, monthly closing with a lock, deferrals, fixed assets with automatic depreciation and amortization, disposals calculated by type, subledger-to-ledger reconciliation, and complete financial statements, including consolidated by branch.

Find the right plan for Corporate Expenses (T&E)

Compare the modules and choose the setup that fits your operation.

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