Expenses & Petty Cash Management
Record categorized expenses with receipt photos, separate personal and project costs. Track petty cash flow and generate comprehensive expense summaries.
Expense Recording System
- Categorized Expense Tracking: Record expenses by detailed categories including fuel, transport, raw materials, site expenses, equipment rental, and operational costs. Create custom expense categories specific to your business needs and maintain consistent classification across all transactions. Track both recurring operational expenses and one-time project costs with automatic categorization suggestions based on historical data.
- Digital Receipt Management: Attach high-quality photos of receipts directly to each expense entry for complete documentation and audit compliance. Store multiple images per transaction including invoices, bills, and supporting documents with automatic date and location tagging. Ensure tax compliance and expense verification with organized digital receipt storage that eliminates paper filing and reduces lost documentation.
- Multi-Level Expense Segregation: Separate personal, company, and project-related expenses with distinct tracking mechanisms and reporting capabilities. Allocate project-specific costs directly to job orders while maintaining clear boundaries between business and personal expenditures. Enable team members to submit expenses with automatic routing to appropriate categories and approval workflows for better financial control.
- Real-Time Petty Cash Monitoring: Monitor petty cash flow and balances with live updates showing available funds, pending reimbursements, and cash utilization patterns. Track cash withdrawals, replenishments, and outstanding advances with automatic balance calculations and low-balance alerts. Maintain multiple petty cash accounts for different departments, sites, or project locations with centralized oversight and reporting.
- Comprehensive Financial Reporting: Export detailed monthly or yearly expense summaries with customizable filters for date ranges, categories, and expense types. Generate professional reports for tax filing, budget analysis, and financial planning with charts, graphs, and trend analysis. Create department-wise, project-wise, or employee-wise expense reports with cost center allocation and variance analysis against budgets.
- Automated Monthly & Weekly Recurring Expenses: Set up recurring expenses like rent, internet bills, insurance premiums, and subscription services with automatic recording on scheduled dates. Eliminate manual entry for fixed monthly costs and receive smart alerts before payment due dates to ensure timely payments. Configure weekly recurring expenses such as vehicle maintenance, cleaning services, or equipment rentals with flexible scheduling options and amount adjustments.
- Intelligent Payment Alerts & Reminders: Receive automated notifications for upcoming recurring payments including rent, utility bills and service subscriptions without manual tracking.
Job Order Tracking & Job Order Completion
- Complete Invoice Creation & Documentation: Create professional cash invoices with comprehensive customer details, automatic numbering, and complete audit trails. Generate invoices with detailed item descriptions, quantities, unit prices, and automatic tax calculations.
- Advanced Customer & Address Management: Maintain detailed customer profiles with multiple address lines for accurate billing and delivery information. Store customer-specific details and contact preferences for streamlined invoice generation and repeat business processing.
- Comprehensive Invoice Item Management: Add multiple items per invoice with detailed descriptions, size specifications, quantities, and individual pricing calculations. Support bulk item addition and template-based invoice creation for frequently sold products or services.
- Invoice Export & Document Management: Generate professional PDF invoices with company branding, banking details, and payment terms for customer distribution. Support multiple export formats and email integration for direct customer communication.
