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Expense Tracking User Manual

The Expense Module allows you to track all operational costs and vendor payments, ensuring you have a clear picture of your agency's profit margins.

1. Introduction

Accurate expense tracking is essential for calculating net profit. This module helps you categorize every rupee spent, from tour arrangements to office utility bills.

2. Key Features

  • Categorized Costs: Group expenses by type (e.g., Marketing, Flights, Accommodation).
  • Payment Mode Tracking: Record how expenses were paid (Credit Card, Cash, UPI).
  • Staff Ownership: Track which team member incurred the expense.
  • Approval Workflow: Manage expenses through Pending, Approved, and Rejected statuses.
  • Audit History: Full log of when expenses were recorded and updated.

3. How to Use the Expense Module

3.1 Search & List Expenses

  1. Navigate to the Expenses section.
  2. Search Bar: Find specific records by Expense Title or Vendor Name.
  3. Category & Status Filters: Narrow down your results to see only "Marketing" expenses or "Pending" approvals.
  4. Date Filtering: Analyze your spending over a specific month or quarter.

3.2 View Expense Details

Click the "View" (Eye Icon) on any expense entry. The page shows the full details and status of the cost. The layout is a main column (left) for expense information and a right column for amount, status, and history.

Sections on the Expense View Page:

The following sections appear in order.

Expenses Information

The main card on the left shows Title (e.g. "Office Rent - Jan 2026"), Category (e.g. Marketing, Flights, Accommodation), Date (when the expense was incurred), Payment Mode (e.g. Credit Card, Cash, UPI), and optionally Description (vendor details or notes). Use this to verify what was spent and how it was paid.

Financials

In the right column. Shows Total Amount (₹) and the current Status with a badge (e.g. Pending, Approved, Rejected). Status drives the approval workflow—pending expenses can be approved or rejected; approved/rejected are recorded in the timeline.

Expense History

In the right column. Timeline of the expense: when it was created, status changes (e.g. Pending → Approved), amount or detail updates, and any notes. Each entry shows date, time, and the user who performed the action. Use View Full Activity History to see the complete log. This is the same as the “Expense Timeline” described below.

Action Buttons:

Update Status

Open a dialog to change the stage (e.g. mark as Approved or Rejected) and add optional remarks for the timeline.

Edit Expense

Modify amount, category, or payment details of the entry.

Delete

Removes the expense from your records. Useful for correcting duplicate entries.

Expense Timeline:

The timeline tracks the verification process of the expense:

Cost Audit:
  • Reporting Date: Records when the expense was logged by the staff member.
  • Status Log: Tracks when the management approved or rejected the cost.
  • Staff Accountability: Identifies who spent the money and who approved the record.
  • Contextual Remarks: View specific reasons for approval or rejection.

3.3 Adding a New Expense

Click "Add Expense" to open the form. All fields are in a single Expense Details section. The expense is recorded under the logged-in user. Required fields are marked below with an asterisk (*).

Expense Details

  • Expense Title (required): A short, clear label for the cost (e.g. "Office Rent - Jan 2026", "Airport Cab - Sharma Group"). Max 100 characters.
  • Category (required): Select the expense type from the dropdown (e.g. Marketing, Flights, Accommodation, Office, Travel). Used for reporting and filtering.
  • Date (required): The date the expense was incurred. Use the date picker (dd-mm-yyyy). Defaults to today when adding.
  • Amount (₹) (required): The cost in rupees. Numbers and one decimal point only (e.g. 1500 or 2500.50). Minimum 0.01.
  • Expense Payment Mode (required): How the expense was paid (e.g. Credit Card, Cash, UPI, Bank Transfer). Select from the dropdown.
  • Description / Notes (optional): Extra context, vendor name, or justification. Large text area; max 500 characters.

Click Save Expense to create the record (or Update when editing). Use Cancel to return to the expenses list without saving. The new expense is created with status Pending; use Update Status on the view page to approve or reject it.