The Expense Tracking System allows you to easily track and record company expenses.
Follow these steps to set up and manage expenses:
✅ Step-by-Step Guide
1️⃣ Enable Expense Settings
Before using the Expense Tab, you must enable the feature in your settings.
Navigate to Profile Toggles.
Go to Settings.
Enable the Expense module options.
2️⃣ Add Expense Categories
To begin, you need to define the categories for expenses.
Go to the Expense Category tab.
Click on Add Expense Category.
Enter the Expense Category Name and Description.
Click Confirm.
3️⃣ Submit a New Expense Request
Once categories are set, you can submit an expense form.
Go to the Expense Category tab.
Click on Submit New Expense Request.
Expense Category Name: Choose the category you created in Step 2.
Select Employee: Choose the employee you want to add the expense form for.
Expense Amount: Enter the amount and select the required Currency.
Submitted Date: Select the date of the expense.
Description & Attachments: Add details and upload any receipts or files.
Click Confirm.
4️⃣ Approval Workflow
After submission, the expense form is sent to the Inbox tab with a Pending status. The selected Approver must review and approve the request before it proceeds.
5️⃣ Finance Actions (For Finance Use Only)
Once approved, the Finance team can process the payment and classification.
A: Expense Paid Out
Select Expense Paid Out.
Enter the Expense Paid Out Date.
Choose Expense Paid Out (Select Yes or No).
Upload Proof of Payment.
Click Confirm.
B: Final Reclassification
Select Final Reclassification.
Update the Expense Category if necessary.
Select the P&L Effective Date.
Click Confirm.
6️⃣ Monitor Expense Status
You can filter and view expenses based on their current stage. Simply toggle the view to see Pending, Approved, or Rejected expenses individually.
7️⃣ Expense Module Overview
Expense Report Template
Field | Description |
Expense Category | Type of expense (e.g., Travel, Meals, Office Supplies) |
Description | Details about the expense |
Expense Amount | Amount spent (include currency) |
Attachment | Receipt or proof of payment (file/link) |
Approval Status | Pending / Approved / Rejected |
Created At | Date and time the expense was recorded |
Expense Submission Details
Field | Description |
Submitted | Yes / No (indicates if expense has been formally submitted) |
Attributed Employee | Employee for whom the expense is attributed |
Submitted By | Employee who submitted the expense |
Expense Paid Out Details
Field | Description |
Status | Current status of the payout (e.g., Pending, Completed, Failed) |
Paid Out Date | Date when the payment was made to the employee |
Proof of Payment | Receipt, bank confirmation, or transaction reference |
P&L Effective Date | The date the expense is recorded in the Profit & Loss statement |
Note: Currently, this feature does not include payroll calculations and is supported on the Dashboard (Web) version only. The Mobile App version will be supported soon.