Expenses

Record, categorize, and approve business expenses. Keep spending under control with multi-level approval workflows and detailed reports.

Getting Started with Expenses

Set up expense categories

Go to Expense Categories and click "Add Category" to define categories like Rent, Transport, Utilities, and Office Supplies.

Create an expense

Click "Create Expense", select a category, enter the amount, date, and description, then upload a receipt if available.

Submit for approval

Click "Submit for Approval" to send the expense through the approval workflow: manager approval, then finance approval.

Review expense reports

Use the Expense Reports to analyze spending by category, department, or time period.

Key Features

Expense Tracking

Record every business expense with category, amount, date, vendor, and payment method for complete visibility.

Expense Categories

Organize expenses into customizable categories using the "Add Category" button for better reporting and budget control.

Multi-Level Approval

Expenses go through a structured workflow: Draft, Submitted, Approved (by manager), Finance Approved, then Paid. Each step has its own action button.

Receipt Uploads

Attach photos or scanned copies of receipts to expense records for documentation and audit compliance.

Recurring Expenses

Set up recurring expenses like rent or subscriptions to be automatically created on a schedule.

Expense Reports

Generate detailed reports by category, employee, department, or date range to analyze and control spending.

How-To Guides

Create an Expense

Go to Expenses and click "Create Expense" (the red button). Select the category, enter the amount and date, choose the payment method, and add a description. Upload a receipt image if you have one. Click "Save" to record the expense as a draft.

Submit for Approval

After creating an expense, click "Submit for Approval". The expense moves from Draft to Submitted status and is routed to the designated approver. Once the manager approves it, it moves to a finance approver for final sign-off before payment can be recorded.

Approve an Expense

As a manager, review submitted expenses and click "Approve" or "Reject". Add a comment when rejecting to explain what needs correction. After manager approval, a finance user performs "Finance Approve" as the final step. The expense can then be marked as paid using "Record Payment".

Upload a Receipt

Open the expense record and click the attachment icon. Select the receipt photo or scan from your device. Supported formats include JPG, PNG, and PDF. The receipt will be stored with the expense for future reference.

Tips & Best Practices

Record expenses as they happen rather than batching them at month-end. This improves accuracy and prevents forgotten items.
Always attach receipts to expenses. This simplifies auditing and helps resolve disputes with vendors.
Review expense reports monthly to identify spending patterns and opportunities to reduce costs.

Frequently Asked Questions

Who can approve expenses?

Expenses go through two levels of approval. First, a manager with the expense approval permission reviews and approves. Then, a finance user performs "Finance Approve" as the final check before payment.

Can I edit an expense after it is approved?

Approved expenses cannot be edited directly. If a correction is needed, the expense can be voided using the "Void Expense" button and a new one can be created with the correct details.

What is the expense workflow?

Expenses follow a structured workflow: Draft (just created) -> Submitted (sent for review) -> Approved (manager approved) -> Finance Approved (finance team approved) -> Paid (payment recorded). At any point, an expense can be rejected or voided.