Expense History
View expense history for specific employees or drivers.
The Expense History view gives you a chronological record of all expenses associated with a specific employee or driver. This is useful for monthly reviews, audit preparation, and comparing spending patterns across your team.
Accessing Expense History
There are several ways to view expense history for a specific person:
- From the Expense List -- Filter or search for a specific employee name to see all their expenses in the main table.
- From the Employee Profile -- Navigate to the employee's detail page, where a summary of their expenses may be available under the financial section.
What the History View Shows
The expense history displays a chronological list of all expenses for the selected employee or driver, from most recent to oldest. Each entry includes:
| Field | Description |
|---|---|
| Date | When the expense was incurred |
| Category | The expense category (e.g., Fuel, Maintenance) |
| Amount (AED) | The expense amount |
| Description | Brief description of the expense |
| Status | Approval status -- Pending, Approved, or Rejected |
Summary Totals
At the top of the history view, summary cards show aggregated figures:
| Summary | Description |
|---|---|
| Total Expenses | The sum of all expenses for the selected person |
| Approved Amount | The total amount of approved expenses |
| Pending Amount | The total amount of expenses still awaiting approval |
These totals update dynamically based on any date range filters applied.
Filtering by Date Range
Use the date range selector to narrow the history to a specific time period. This is especially useful when:
- Preparing monthly expense reports for management review
- Reviewing expenses for a specific quarter or financial year
- Investigating a spike in spending during a particular period
Select a start date and end date to filter the results. The summary totals will recalculate based on the filtered period.
Exporting History Data
To export expense history for external use or record-keeping:
- Apply any desired filters (date range, status).
- Click the Export button (if available).
- The data is downloaded in a spreadsheet-compatible format.
Exported files are useful for sharing with accountants, attaching to audit reports, or importing into external accounting software.
Common Use Cases
Monthly Expense Review
At the end of each month, review each driver's expense history to verify that all submitted expenses are legitimate and properly categorized. Filter by the current month and check for any outstanding pending items.
Preparing for Audits
When preparing for a financial audit, use the date range filter to pull all expenses for the audit period. Verify that each expense has an attached receipt and has been properly approved.
Comparing Employee Expenses
To compare spending across employees or drivers, review individual histories and note the total amounts. This helps identify outliers -- for example, a driver with unusually high fuel expenses may indicate inefficient routing or a vehicle issue.
Regularly reviewing expense history helps catch errors early. A quick monthly check per employee takes only a few minutes and can prevent issues from accumulating.
Tracking Category Spending Over Time
By filtering an individual's history and noting the category breakdown, you can see whether certain cost types (such as maintenance) are increasing over time, signaling potential vehicle issues or process improvements needed.