Expenses

Recording Expenses

1. Navigate to Finance → Expenses
2. Click New Expense
3. Fill in: amount, date, category, vendor, description
4. Attach a receipt (photo or PDF) — uploads are stored with the expense for audit
5. Submit for approval (if workflows are enabled)

Expense List

The expenses page includes:

• Stats cards — Total expenses, pending approvals, approved, reimbursed amounts
• Expense chart — Visual breakdown of spending by category over time
• AI Insights panel — Collapsible side panel that flags expense anomalies (sudden category spikes, duplicate receipts, off-policy submissions)
• Status tabs — Filter by All, Pending, Approved, Rejected, Reimbursed
• Sortable columns — Date, vendor, category, amount, status

Receipt upload

The Receipt upload card on the new-expense form accepts images and PDFs up to 10 MB. Drag-and-drop is supported. The uploaded file is stored alongside the expense record for audit — it shows on the expense detail page for approvers to review.

Categories

Organize expenses by category. Manage categories at Finance → Expense Categories (/finance/expenses/categories):

• Create custom categories with names and descriptions
• Edit or archive categories
• View usage counts per category

Common categories include:

• Travel & Transportation
• Office Supplies
• Software & Subscriptions
• Meals & Entertainment
• Professional Services

Approval Workflows

When enabled, expenses follow an approval flow:

Expense Detail & Approval

Click any expense to open the detail view where managers can:

• Review the receipt and details
• Approve or reject with comments
• View the approval history
• Use the Entity AI Panel for an AI summary, suggested actions, similar past expenses, and an Ask AI input scoped to this record

Pending expense approvals appear on the Finance dashboard as an Action Required alert. When a manager approves or rejects an expense, the submitter gets an in-app notification automatically.

Reporting

Track spending patterns with:

• Expense chart — Category breakdown with trends over time
• Stats cards — Real-time totals for each status
• Filtered exports — Export expense data for external reporting

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Next Steps

• Invoicing — Track income alongside expenses
• Banking — Reconcile expenses with bank transactions
• Finance Settings — Configure expense categories