Expense Management

Track and manage your restaurant’s operational expenditures with approval workflows, status tracking, and category analysis.

Expense Management Overview

💰 Expense Summary Cards

At a glance, the expense dashboard shows the most important financial metrics for the selected time period:

  • Monthly Total: Total expense value for the period.
  • Pending Approval: Number and amount of expenses waiting for authorization.
  • Overdue Bills: Expenses that require immediate attention.
  • Top Category: The largest expense category by value.

🔎 Search and Filters

Use the search field and filter controls to quickly find the right expense record:

  • Search by payee, notes, or expense reference.
  • Filter by type such as one-time or recurring expenses.
  • Filter by status including settled, pending, or overdue expenses.

🧾 Expense List

The expense table displays transaction details including expense ID, payee, category, type, amount, and status.

🏷️ Category Management

Organize expenses into categories like maintenance, catering commission, utilities, and other operational costs.

✅ Status Workflow

Visual expense status badges show whether a payment is settled, pending, or overdue.

➕ Quick Expense Entry

Add a new expense with a single click using the record expense button in the top-right corner.

🧑‍💼 Expense Actions

Each row comes with action buttons to:

  • View details for the full expense record.
  • Approve or reject pending expense requests.
  • Edit the expense data if information changes.
  • Delete expenses that were entered incorrectly.

➕ Record New Expense

Click the Record Expense button to add a new operational expenditure. The form is organized into three main sections:

Record New Expense Form

📋 Basic Information

Enter the core expense details:

  • Expense Type: Choose between One-Time (single payment) or Recurring (repeating payment).
  • Total Amount: Enter the expense amount (e.g., $0.00).
  • Category: Select a category such as Maintenance, Catering Commission, Utilities, or Other.
  • Due Date: Set the payment deadline using the date picker (mm/dd/yyyy format).

💳 Payments

Define how the expense will be paid:

  • Payment Methods: Select from CASH, CARD, BANK TRANSFER, or CHEQUE.
  • Allocate Amounts: Distribute the total amount across selected payment methods.
  • Summary: View Total Expense, Total Paid, and Remaining balance at a glance.

Note: Enter the total amount first to enable payment allocation.

👤 Payee Details

Identify who the expense is being paid to:

  • Payee Type: Select the type of payee (e.g., Organization, Individual, Vendor).
  • Payee Name: Enter the name of the person or organization receiving payment.
  • Notes: Add optional notes or reference information about the expense.

💾 Save Expense: Click the blue "Save Expense" button at the bottom to record the entry. The system will validate all required fields before saving.

📊 Operational Insights

Use the expense report section to analyze spending patterns and control costs over time.

  • Compare one-time vs recurring expenses.
  • Spot overdue bills before they impact cash flow.
  • Identify the highest spending categories and adjust budgets.