Expenses Management

What it is

A comprehensive system for tracking and managing all platform expenses across different categories. Admins can record expenses, attach receipt images, and view detailed statistics with category breakdowns.

Who it's for

Admin

Access & Scope

Property	Value
Module	dashboard
Personas	admin
Scope	Platform-level
UI Location	Admin Dashboard > Expenses
Status	active

UI Location

Admin Dashboard > Expenses

How it works

The Expenses Management system provides a complete solution for tracking and managing all platform operational costs with comprehensive filtering, statistics, and receipt management capabilities.

Expense Categories

The system supports six predefined expense categories:

1. Services: Service-related expenses
2. Salaries: Employee salaries and wages
3. Rent: Office rent and facility costs
4. Utilities: Utility bills (electricity, water, internet)
5. Marketing: Marketing and advertising expenses
6. Other: Other miscellaneous expenses

Expense Management

Create Expense

• Add new expense records with amount, date, description, category, and notes
• Upload receipt images (optional)
• Set expense date and time

Edit Expense

• Update expense details (amount, date, description, category, notes)
• Update or replace receipt images
• Modify any expense information

Delete Expense

• Remove expense records permanently
• Confirmation required before deletion

View Expenses

• View all expenses in a unified table
• Sortable columns (date, amount, category)
• Pagination support (default: 20 items per page)
• Real-time data updates

Advanced Filtering

Category Filter

• Filter expenses by category (services, salaries, rent, utilities, marketing, other)
• Select one or multiple categories
• Clear filter to show all expenses

Date Range Filter

• Filter by custom date range
• Calendar picker for date selection
• Support for start and end dates
• Quick filters: Today, This Week, This Month

Pagination

• Configurable page size (default: 20 items per page)
• Navigate through pages
• View total expense count

Expense Statistics

Statistics cards display comprehensive expense data:

• Total Expenses: All-time total amount and count
• This Month: Current month's total amount and count
• This Week: Current week's total amount and count
• Today: Today's total amount and count
• Category Breakdown: Detailed breakdown by category showing:
  • Services total
  • Salaries total
  • Rent total
  • Utilities total
  • Marketing total
  • Other total

Statistics update automatically based on applied filters.

Receipt Management

Upload Receipt

• Upload receipt images for expense records
• Supported formats: JPEG, PNG, WebP
• Maximum file size: 10MB
• Automatic image optimization
• Images converted to WebP format for storage

Receipt Information

• Receipt URL for viewing
• Receipt path in storage
• Image dimensions (width, height)
• File size
• Content type

Receipt Storage

• Receipts stored in Google Cloud Storage
• Secure access via signed URLs
• Automatic optimization and compression

Settings

The Expenses Management feature includes the following configuration options:

1. Display Settings:

   • Table view with sortable columns
   • Pagination (20 items per page)
   • Category filter dropdown
   • Date range picker

2. Expense Categories:

   • Six predefined categories
   • Category selection required when creating expense
   • Category filter for viewing expenses

3. Receipt Settings:

   • Maximum file size: 10MB
   • Supported formats: JPEG, PNG, WebP
   • Automatic optimization enabled

Permissions

Access to Expenses Management requires:

• Admin: Has full access to view, create, update, and delete expenses
• Permissions:
  • dashboard.view: Required to view expenses

Note: Expenses management contains sensitive financial information. Access is restricted to admins only.

Use Cases

1. Cost Tracking: Track all platform operational costs
2. Budget Management: Monitor expenses by category
3. Financial Reporting: Generate expense reports for accounting
4. Receipt Management: Maintain digital receipt archive
5. Audit Trail: Complete expense history with receipts
6. Category Analysis: Analyze expenses by category to identify spending patterns

Notes / Limits

1. Expense Categories:

   • Six predefined categories (cannot be customized)
   • Category is required when creating expense
   • Category cannot be changed after expense is created (must delete and recreate)

2. Receipt Images:

   • Maximum file size: 10MB
   • Supported formats: JPEG, PNG, WebP
   • Images are automatically optimized
   • Receipts are stored in Google Cloud Storage

3. Expense Deletion:

   • Expenses can be deleted permanently
   • Deletion requires confirmation
   • Deleted expenses cannot be recovered

4. Pagination:

   • Default: 20 items per page
   • Total count displayed
   • Navigate through pages to view all expenses

5. Date Filtering:

   • Supports custom date ranges
   • Calendar picker for easy date selection
   • Quick filters available (Today, This Week, This Month)

6. Statistics:

   • Statistics update in real-time
   • Category breakdown shows totals per category
   • Statistics reflect applied filters

7. Data Retention: Expense records are retained indefinitely (check current policy).

Best Practices

1. Categorize Correctly: Use appropriate expense categories for accurate reporting
2. Attach Receipts: Always upload receipt images when available
3. Detailed Descriptions: Provide clear descriptions for expense tracking
4. Regular Updates: Keep expense records up to date
5. Review Statistics: Regularly review expense statistics to identify trends
6. Date Accuracy: Ensure expense dates match actual transaction dates

Changelog

Recent Updates

• Initial release with complete expenses management system
• Support for six expense categories
• Receipt image upload and management
• Comprehensive statistics and filtering