Expenses
Track and manage all company operational expenses with approval workflows.
The Expenses module allows you to record, categorize, and manage all operational expenses across your fleet. It provides a structured workflow for submitting, reviewing, and approving expenses with full audit trail support.
Navigation: Finance > Expenses
Purpose
Every fleet operation incurs day-to-day costs -- fuel, maintenance, office supplies, parking fees, and more. The Expenses module gives your finance team a central place to:
- Record all company expenses against specific employees or drivers
- Categorize expenses for cleaner reporting and budget analysis
- Enforce an approval workflow so no expense goes unreviewed
- Maintain receipt attachments for audit compliance
Module Structure
The Expenses section contains three sub-pages:
| Sub-Page | Description |
|---|---|
| Expense List | View, search, and filter all submitted expenses |
| Create Expense | Record a new expense entry |
| Expense Categories | Manage the categories used to classify expenses |
What You Will See
The main Expense List page displays a table of all expenses with key details at a glance.
Table Columns
| Column | Description |
|---|---|
| Date | When the expense was incurred |
| Employee / Driver | The person who incurred the expense |
| Category | The expense category (e.g., Fuel, Maintenance) |
| Amount (AED) | The expense amount |
| Description | A brief note about what the expense covers |
| Status | Current approval status -- Pending, Approved, or Rejected |
Status Tabs
Use the tabs at the top of the table to filter by approval status:
- All -- Show all expenses regardless of status
- Pending -- Expenses awaiting review and approval
- Approved -- Expenses that have been approved
- Rejected -- Expenses that have been rejected
You can also use the search bar to find expenses by description or employee name.
Expense Workflow
Every expense follows a simple three-step lifecycle:
- Create -- A user records the expense with all relevant details and attaches supporting documentation.
- Pending -- The expense is submitted and appears in the queue for review by an authorized approver.
- Approved or Rejected -- An approver reviews the expense and either approves it (recording it in financial reports) or rejects it with a reason.
Approved expenses are automatically reflected in the Finance Dashboard and Employee Compensation reports. Keeping expenses up to date ensures accurate financial insights.
Next Steps
- Creating an Expense -- Step-by-step guide to recording a new expense
- Managing Expense Categories -- Set up and organize expense categories
- Expense History -- View historical expense data for employees and drivers
- Approval Workflow -- Understand how the approval process works
- Field Reference -- Complete reference of all expense fields