Expense tracking and categorization

Modeve makes it easy to record, categorize, and track business expenses for better financial control and reporting.

1. Adding a New Expense

1. Go to left sidebar → Finance → Expenses.

2. Click + New Expense or Add Expense.

3. Fill in the details:

   • Expense Title (e.g., “Office Renovation Materials – Headquarter”)

   • Amount

   • Date of expense

   • Category (see list below)

   • Project / Client (link if applicable)

   • Paid By (Cash, Credit Card, Bank Transfer, etc.)

   • Receipt / Attachment — Upload photo or PDF of receipt (highly recommended)

   • Notes — Additional details

   • Billable — Mark as billable to client if applicable

4. Click Save.

2. Expense Categories

Common categories (customizable by admin):

• Office Supplies

• Marketing & Advertising

• Travel & Transportation

• Utilities

• Rent

• Staff Training

• Equipment & Renovation

• Professional Fees

• Franchise Related

• Miscellaneous

Using proper categories improves reporting accuracy.

3. Managing Expenses

• My Expenses — View only expenses you submitted.

• Team Expenses — Managers can view and approve team submissions.

• Status — Draft, Submitted, Approved, Rejected, Reimbursed.

• Bulk Upload — Import multiple expenses via Excel/CSV (admin feature).

4. Approval Workflow

• Employees submit expenses for approval.

• Managers review, approve, or request more information.

• Approved expenses can be reimbursed or linked to invoices.

5. Expense Reports

• Go to Reports → Expenses for summaries such as:

  • Monthly expense breakdown

  • Project-wise expenses

  • Category-wise analysis

  • Expense trends over time

Export reports to Excel or PDF.

6. Best Practices

• Upload receipts immediately when adding expenses.

• Link expenses to the correct project for accurate profitability tracking.

• Submit expenses regularly (weekly is recommended).

• Use the mobile app to snap photos of receipts on the go.

• Review expense reports before monthly financial closing.

Tip: Good expense tracking is essential for monitoring costs when opening and operating multiple learning centres.

Need Help?
Contact your company Modeve administrator for custom expense categories or reimbursement settings.