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Expenses

Expense Management records every business cost across three tabs — Expenses Records, Create Expense, and Bulk Import.

Expense Management

Overview​

Enter expenses individually or in bulk, attach receipts, categorize and tag them, and route them through approval and reimbursement. Managers and owners see approve/reject controls.

Tabs in detail​

Expenses Records​

  • Stat cards: Total Amount, Approved, Pending.
  • Filters: search (employee, description, vendor, notes, category), date range, Status (Submitted/Approved/Rejected/Reimbursed), Category, Payment Method, amount range, and flag toggles (Reimbursable, Tax Deductible, Has Receipt, Has Mileage).
  • View modes: Standard (table, 10/page), Groupable (Premium), Pivot (Premium).
  • Details modal (row click): edit fields, preview/upload receipt, Approve/Reject (managers/owners), delete.
  • Export CSV (Premium).

Create Expense​

  • Fields: Date, Amount, Category (GAS, PARTS, MEALS, TOOLS, TRAVEL, SUPPLIES, MAINTENANCE, TRAINING, OTHER), Payment Method (Cash, Credit Card, Debit Card, Check, Bank Transfer, Digital Wallet, Other), Vendor, Description.
  • Receipt: optional under $25; required over $25 (inline warning + upload).
  • Submit Expense creates it with status Submitted.

Bulk Import​

  • Download a CSV template (with sample data).
  • Required columns: Date (YYYY-MM-DD), Amount, Category, Description. Optional: Payment Method, Vendor, Notes.
  • Max 500 rows / 10 MB; CSV only. Category and payment-method aliases are auto-normalized (e.g. "Fuel" → GAS).
  • Per-row validation with a downloadable error report; duplicate rows are skipped on retry; results show created/failed/skipped.

Step by step: record an expense​

  1. Open Create Expense; enter Date, Amount, Category, Payment Method.
  2. Add a Vendor/Description; attach a receipt (required over $25).
  3. Click Submit Expense.

Step by step: bulk import​

  1. Open Bulk Import and download the template.
  2. Upload your file and review the per-row validation.
  3. Click Import — valid rows are created; flagged rows are skipped.

Tips & best practices​

  • Snap receipts at purchase — expenses over $25 require one to submit.
  • Bulk import tolerates loose data; fix any flagged rows and re-upload.
  • Default date range is the last 30 days — widen it to find older expenses.

Troubleshooting​

IssueFix
Receipt upload failsUse a supported file under 10 MB; refresh and retry
Import shows errorsFix listed rows (date format, amount > 0, valid category) and re-upload
Filters hide expensesCheck the date range and the status filter

What's next​