Without the platform
Information about Corporate Expenses (T&E) lives in separate spreadsheets, and nobody knows which version is current.
With Partiu Formatura
9 modules share the same class, graduate and event records.
Finance and management · Corporate Expenses (T&E)
Travel expenses and reimbursements without receipt photos on WhatsApp
Employees log an expense in seconds with the receipt attached, and the company policy warns right away if the amount goes over the limit. Expenses become a report, the report goes through approval at the right level, the audit looks for duplicates and split transactions, and the reimbursement lands in Finance accounts payable without anyone typing it again. Cash advances, trips with per diems, mileage, and reconciled corporate card statements complete the cycle, and spending shows by category, cost center, and employee against the T&E budget.
The problem and the solution
What changes when Corporate Expenses (T&E) works inside the platform
This is connected information about classes, graduates and events across 9 modules, replacing scattered spreadsheets and messages.
Without the platform
A request for a number takes time because someone has to combine data from several places.
With Partiu Formatura
Expense Entry with Receipt and Expense Policy That Warns Right Away update together, with figures ready for the next meeting.
Without the platform
The process depends on who is working that day, and its history disappears.
With Partiu Formatura
Everyone follows the same workflow, with recorded actions and role-based permissions.
Without the platform
Connecting with other departments means exporting spreadsheets and entering data again.
With Partiu Formatura
Corporate Expenses (T&E) shares information directly with other areas of the platform.
How it works
How information moves through Corporate Expenses (T&E)
Each step is a real module in this area. Its output moves to the next step without anyone entering the same information again.
What is available in Corporate Expenses (T&E)
- Expense Entry with ReceiptFaster than sending a photo of the receipt for someone to add up later.10
- Expense Policy That Warns Right AwayThe rule shows up while the person is typing, not three weeks later in the audit.7
- Reports and Approval by Authority LevelGrouped expenses, approved by the right people and never by whoever spent the money.10
- Cash Advances and Reimbursement in FinanceMoney that goes out first, what comes back later, and reimbursements that pay themselves.7
- Trips, Per Diems, and MileageTrips approved before they happen, with budget and actual side by side.8
- Corporate Card and Statement ReconciliationEvery card transaction with the expense and receipt that justify it.8
- Expense AuditWhat the policy does not catch, the scan finds.5
- T&E Spending Analysis and BudgetHow much the company spends on travel and entertainment, with whom, and against which budget.6
- Permissions and Self-ServiceEmployees handle their own items; finance, audit, and configuration each have their own door.5
Featured
The policy warns while the expense is being logged
The employee picks the category, types the amount, and attaches the receipt. The policy limit shows before saving, duplicates are flagged on the spot, and the report goes to the right authority level. Once approved, the reimbursement becomes an allocated payable, with no one retyping it.
See this in action- Limits per expense, per day, per month, and per person
- Cash advances with calculated balance and documented returns
- Corporate card statements imported and reconciled
- Audit for duplicates, split transactions, and invalid tax IDs
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
Checklist
Everything included in Corporate Expenses (T&E)
All 66 features in this area, grouped by module so you can compare systems item by item.
- 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
- 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
- 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 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
- 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
- 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
- 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
- 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
- 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
Want to see Corporate Expenses (T&E) in your operation?
See a demonstration using your own numbers, with no obligation. A conversation will help you decide whether the module solves your needs.