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How to Add and Manage Expense?

This guide will walk you through the process of managing expense types and adding expense details in Flowace for office-related purposes. By following these steps, you will ensure proper tracking and reimbursement of expenses.

Step 1 : Adding a New Expense Type

Expense types categorize the different office-related expenses you might incur, such as hotel stays, meals, fuel, etc.

• Navigate to Expense Types :

On the left-hand menu, under the “Expense” section, click on Expense Type.

• Click on the Add Expense Type button located on the top right.

• A new window will appear. Enter the new expense type, for example, “Internet Updated” or “Hotel Stay”.
• Once entered, click Save.

• Adding Expense Details

Once you’ve added your expense types, you can now log specific expenses incurred by employees.

Steps:

1. Navigate to Expense Details: On the left-hand menu, click on Expense Details under the Expense section.
   
2. Click Add Expense: In the Expense Details screen, click on the Add Expense button located on the top right corner.
   

3. Fill Out Expense Information:

   • Employee: Select or search for the employee by name or email.
   • Expense Type: Choose the expense type from the drop-down menu (e.g., Fuel, Meals, etc.).
   • Expense Amount: Enter the amount spent.
   • Expense Date: Choose the date the expense was incurred.
   • Title: You can add a specific title for easy reference (optional).
   • Mode of Payment: Select the method of payment (Cash, UPI, etc.).
   • Transaction ID: Enter any relevant transaction details (optional).
   • Particulars: Add additional details if necessary.
   • Upload any supporting files, such as receipts, by clicking on Upload a file.
   • Once complete, click Save to add the expense.
     

• Review and Manage Expenses

After adding the expenses, you can view the detailed list of all expenses incurred by employees.

Steps:

1. Filter Expenses

   • Use the filter options to select specific employees or date ranges.
   • Expenses can be reviewed based on employee names, expense types, and payment modes.

2. Edit or Delete an Expense

   • For any expense entry, click on the pencil icon to edit the expense, or the trash icon to delete it.
   • Make any necessary updates and click Save.

3. Approval Status

   • Review the Approval Status to see whether the expenses are approved, pending, or rejected.