Record every payment the business makes, with its date, head and bill.
Expense tracking records what the business spends and who spent it: the vendor bill, diesel for a site visit, a courier, a cash advance to a supervisor. Each entry carries a date, a category and a photograph of the bill. By the first week of the month the owner can see where the money went, without rebuilding it from a bank statement and a bundle of slips.
Spending is recorded late and in pieces. Slips collect in a drawer. Money goes out from the current account and from the owner’s personal wallet or card, both for the business. The accountant receives the lot at month end and does what he can with it.
With the module, spend is entered where it happens, with a photo of the bill taken on a phone. Categories are your own: diesel, site labour, packing, courier, brokerage. A cash advance stays open until bills are set against it.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- A bundle of slips clipped to a monthly sheet
- A petty cash register kept by the accounts assistant
- Spending reports sent over chat at month end
The problems this is meant to ease.
What expense tracking does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Understand how money leaves
You walk us through petty cash, advances and vendor bills. You get a written list of expense heads to confirm. Heads can be trimmed.
Set approval limits
You decide which amounts need whom. A note of the limits and a login for each approver come back to you.
Try entry on the phone
A few supervisors enter real bills on a trial copy. You hear what slows them and the form is simplified. Simple forms win.
Tag sites and jobs
The list of sites, vehicles and outlets is loaded. A view of a week’s spend by site is yours to compare with your own records. Costing begins here.
Retire the slip drawer
Staff are trained to enter at the time of spending. Accounts stop collecting slips at month end.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Entries made on the day of spending
- Spend tagged to a site, job or branch
- Cash advances open past their settlement date
- Claims waiting for approval, by approver
- Entries carrying a bill photograph
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Vendor management
- Bank reconciliation
- Payroll management
- Finance and accounting reporting
- Accounting software
Products that include it.
How we would put it in.
Questions owners ask about expense tracking.
Can a supervisor use it without a laptop?
Yes. It runs in a mobile browser, and the bill is photographed and not typed out. Four fields and a photo is as much as anybody standing at a site gate will do.
Why change if the accountant already keeps this in Excel?
Where one person spends and one person records, Excel is honest enough and should be left alone. The case for changing arrives with site staff, cash advances and an owner who wants last month closed within the first ten days.
Does it go into our accounting software?
Yes, as a periodic export in the format your accountant already imports, or through a direct link. Our grocery system records the day’s expenses beside the day’s sales, and the bill photograph stays where it can be found again.
Can it stop wasteful spending?
No. It makes spending visible early enough for somebody to say something. An approval limit helps with the large items, and the small leaks are found by reading the monthly report.
What shapes the price of expense tracking?
The count of users who enter expenses and the heads you track shape much of it. Approval levels, sites and the link to accounting add to it. The price of expense Tracking follows what you include, and the quotation shows each inclusion separately.
How long does expense tracking take to set up?
That depends on how many sites and approval levels you run. A release with entry, photographs and a monthly view can come first. You supply the expense heads and the approver list, and dates go into the proposal. Approval levels add time.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle expense tracking today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements