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With Expense Manager you can easily create and manage your business or personal expenses with simplicity and with a lot of detail.

Frontend

The frontend's main view includes all necessary information to simply create, edit and view the expenses, the categories and the accounts.

The New expense form is a very usable form which allows you to create a simple item with a single click from the main view and if it is required, it expands to show all its potential to customize the expense you are creating. It also has smart suggestions for new items based on previously created expenses.

In the list of expenses we have all the basic information of the expenses. It is customizable and we can hide or show part or them. There are also icons to edit the item selected of the list, view its full details, see when is the next time it repeats in case it is recurrent and download attachment if there is one available.

The filters for the items are AJAX-powered so applying them is very fast. Start typing an item name and see the list instantly filtered.

Within the page, there are also available the categories and the accounts that classifies the items

Expense Manager is integrated with Content Statistics to display graphic statistics and reports

Backend

The backend's interface is separated in three tabs: items, categories and accounts. Each one of them has the list of their elements. They are all editable and you can do multiple selections to work with them.

There are also filters available to filter by all relevant fields of an expense.

In several occasions, creating expenses is a repetitive task. Often, you can have an expense that repeats every month. Basically, you can find yourself in the need to create the same expense for some services over and over again, because its content is the same every time.

In Expense Manager, we have incorporated a feature that will save you lots of time if you have this type of expenses: Recurring expenses

Simple but powerful recurrency

We've designed this to be as simple as possible to use for you, but without loosing any capability you want to find in a recurrency creation system.

To make an expense "recurrent", all you need to do is to mark the expense as recurrent and set the recurrency period. Then, the system will handle all the process of calculating the next recurrency dates to creating the new expenses in the right moment.

You can define the recurrency period by selecting the time lapse in Years, Months and Days. In most cases, recurrency repetition period will be just "1 month", but if you need to set any other timeframe, you can easily to it by combining years, months and days.

To configure the ACL, you only need to go to the backend's Expense Manager configuration and within the Permissions tab, allow or deny privileges to the desired group of users.

When creating an expense this is how the recurrency options look like:

Smart recurrency

Every time that a new expense is created by recurrency, the Next recurrency date will be updated with the next date calculated automaticassy by the system. When calculating, it will take care of months with different number of days (30, 31 or 28... even 29)

You can manually set the Next recurrency date if necessary but you won't usually need to do that because the system takes care of everything.

The new expenses that the recurring system creates, won't be marked as recurrent because we only want to keep only 1 "mother" recurrent expense that will create all the expenses needed.

If an expense has Recurrency activated, a little icon will show up in the expense list so you can quickly see what's the new recurrency date for that expense, as shown in this screenshot:

 

 

Automatic process, no Cron Job necessary

We wanted to avoid you to have to create Cron Jobs on your server, which would require that you access setting that you may not know how they work.

For this purpose, and to keep the process automatic, we've developed a plugin that you can install on your system and that will be in charge of triggering the automatic creation process when necessary.

Multiple separated accounts

Our Extended version of Expense Manager has the ability to handle separated user accounts so a user only sees his expenses, not the expenses of everybody using the system.
Moreover, the super user and the managers can view all users expenses if he/she desires and filter them by their creator.

 

The option by default is that registered users can create, edit all items they see, and view their items. The super user and managers can create, edit and view their items and all other users items. But this feature is customizable.

You can give or remove privileges to groups with our ACL system.

Many times you will want to export your website invoice data into some desktop tool like Excel, Numbers for the Mac or similar.

To facilitate this, we provide a very useful export function that will allow you to obtain your list of invoices or payments, including totals, subtotals and taxes, into a CSV format file that you can easily import in any application

Export only what you need

You don't always need to export all the data. Probably you will be making exports at the end of the month and only for that month's expenses, maybe you want to include only one user's expense or one category, etc.

For this purpose, the export function will use the Filters that you define in your expenses list and will export what you have asked for. This feature makes your business expenses to be incredible simple and fast to obtain: just export and you will see how much you have earned, how much you charged in taxes, etc.

Export expenses to CSV

The export function is available in the Expenses main list view both in the frontend and in the backend, as you can see here:

Keep all information together

With Expense Manager the expenses have all necessary information to keep, all together.

The new expense form gives you the opportunity to create a simple item with a simple click filling the basic fields such as name, amount, category date and account.

In order to fill more fields for the item, clicking more options, the form expands itself to show you all its possibilities.

The information you can attach to an expense is:

  • Amount
  • Tax
  • Tax deductable
  • Name
  • Date
  • Category
  • Account
  • VAT ID
  • External Reference
  • Description
  • Long description
  • Attachment (pdf, jpg, png...)
  • Recurrent information including period, next recurrency date and end recurrency date.

Moreover, when the expense is created, the system calculates all the relevant information about de tax.

For example, consider an item of an amount of 100 and a tax of 20%. These are the fields we enter when creating a new item.
The information that the system will store is:

  • Base: 83,33
  • Tax: 20%
  • Value tax: 16,66
  • Total amount: 100

Note that there are two ways to calculate the taxes explained in detail in the Taxes section.

 

Now, when the expense is created, by clicking on the details icon of an expense of the list, you can view its details in a beautiful modal window:

Knowing when a user creates or updates an expense is a very simple task in Expense Manager. You only need to activate the option from the backend and you will be notified when a user creates or updates an expense and you will have all the expense information in your mail.

By default, the e-mail notifications are disabled. To enable them, all you need to do is to go to the backend's configuration of Expense Manager and inside the E-mail Notifications tab, enter the parameters you want to customize.

You can separately activate the notifications when an expense is created and when an expense is updated. In the E-mails yo notify field, you need to write the E-mails that will receive the notifications separated by coma. The From (name and email) are the name and the email of the sender. If you left the email field blank, the system will use the administrator default e-mail that you entered when you installed.

When the E-mail notifications are configured, the resulting notifications will look like this: