Expense Management
Expense capture, approvals and per-project costs — so the real cost of a job is known before it ends.
Expenses are rarely disputed at the time. They are disputed at the end of the project, when the margin turns out smaller than expected and nobody can account for the gap. By then the receipts are gone and the conversation is about memory.
The job of an expense system is to make spending visible while a project is live, not after it closes. That means capture at the point of spending, approval while it still matters, and a running total against the job.
What it fixes
- Receipts collected in a drawer and reconciled weeks later, if at all
- Approvals given verbally, so the limit is whatever the person felt like that day
- Project costs known only at the end, when it is too late to correct course
- Staff paying from their own pocket and chasing reimbursement for weeks
- No category-wise view, so recurring waste never becomes visible
What gets built
A starting point, not a fixed list. The build is scoped to your own process before anything is written.
Expense entry
Logged with amount, category, date and a photo of the receipt, by the person who spent it, when they spent it.
Approval flow
Limits by role and an approval trail, so who allowed what is recorded rather than recalled.
Project allocation
Every expense tagged to a job or cost centre, giving a live total instead of a post-mortem.
Reimbursements
What is owed to which employee, what has been paid, and what is still pending.
Budgets
A budget per project or category with visible consumption, so overruns are noticed early.
Reports
Spend by category, project, person and period — the view that makes patterns obvious.
Who this is for
Offices and project-based companies — contractors, agencies, event firms — where several people spend on the company's behalf and profitability is judged per job. Less useful where all spending passes through one person who already sees everything.
Questions
Can staff submit from their phone?
Yes, and that is the version that works. An expense system that requires sitting at a desk gets filled in days later from memory, which defeats the point.
Does it connect to our accounting?
It can export in a format your accountant can import, and for a tighter link we would need to know what they use. Worth raising during scoping rather than after.
Can we set different limits for different staff?
Yes — limits by role or by person, with anything above the limit routed for approval. This is usually the feature that pays for the build on its own.
Tell us how your office runs.
We scope it first — what it takes, how long, what it costs. No obligation.