Spending and payments

Layers

Layers build on each other and each one works on its own: turn on the next layer when you want it, turn it off when you don't. Turning off deletes no data.

1. Base

   “Let me keep my list in order.”

   Incoming invoice and expense ledger: supplier, date, amount, VAT, paid or not

   • Supplier invoices wait on the project manager, else the cost-centre owner; sending one back needs a reason
   • Optional four-eyes rule: whoever recorded a supplier invoice cannot confirm it
   • Expenses with a receipt photo or PDF; advances are settled against expenses, the rest returned or paid out

2. Tracking

   “Let me not miss what happens when.”

   Recurring costs, expense payouts, payment schedule

   • Recurring expense templates: draft invoices generate automatically, with a raise in the months you choose
   • Payables aging in the same 5 due-date buckets as receivables
   • Expense payouts: what you owe each person from approved expenses and advances, per currency

3. Process

   “Let the work follow a rule.”

   Expense approval, expense categories, incoming invoice types

   • Expense approval: a rejection needs a reason and nobody can reject their own entry
   • Unit-priced expense categories such as mileage: enter the quantity, the amount is calculated

4. Control

   “Let me manage it and account for it.”

   Expense and cost analysis

   • A detailed expense report by person, customer, project and category, with billable and invoice columns, as CSV or Excel