Spending, visible before it hurts.

Expenses that post as they happen

A direct expense is anything paid outside the purchase-bill flow: rent, a utility bill, a bank charge, a taxi. Choose the category, the amount and how it was paid. Paid expenses post against cash or bank; expenses on credit post against the vendor as a payable, to be paid later. The expense voucher prints as a document for your files. Expenses carry their branch, so each branch’s spending reads on its own, and the expense report shows spending by date and category for the branch you pick.

• Paid from cash or bank, or booked on credit
• Every category tied to its own ledger
• Printable expense vouchers
• Branch on every expense

Recurring expenses on schedule

Rent, salaries paid outside payroll, software subscriptions and service contracts repeat on a known schedule. Set a recurring expense once, daily, weekly, monthly or yearly, and it creates each expense on its due date. A monthly expense anchored to the 31st stays on the last day of shorter months and returns to the 31st when it can, instead of drifting. Pause a recurring expense when a contract ends.

• Daily, weekly, monthly or yearly
• Anchored to the day of the month you set
• Paid or on credit, like a direct expense

Staff expense claims with approval

An employee who pays out of pocket submits an expense claim with one line per receipt. Claims always need approval, and nobody can approve their own claim except the business owner. Once approved, the claim posts as a liability to the employee, and the reimbursement clears it. The claim prints as a document, and the whole trail stays on record.

• Claims with one line per receipt
• Approval required, with no self-approval
• Reimbursement recorded against the claim
• Printable expense claim document

Advances that get settled

A cash advance for a trip, a site or an event is recorded against the employee and tracked until it is settled. When that employee’s next claim is reimbursed, the outstanding advance is offset first, oldest first, and only the balance is paid out. Each advance shows how much has been settled and how much is still outstanding, so floats given for a trade fair or a site visit do not quietly disappear from the books.

Budgets against actual spending

Set a budget for a category over a period, such as a month, a quarter or the financial year. Flowyana compares it with expenses actually posted, never forecasts, and shows the category as on track, at warning or over. The warning threshold defaults to 80% and can be changed per budget. Budget status is visible all period, so a manager sees the problem while there is still time to act.

• Budgets per category and period
• Measured against posted spending
• Warning threshold you choose, 80% by default

Approvals, reports and the dashboard

Claims always go through approval. Direct expenses and advances can too, if you set up an approval workflow, with amount thresholds, several levels and approvers scoped by branch or department. Approvers work from one inbox and every decision is recorded. The expense report in the Expenses app shows spending over any date range, grouped by day, week or month and broken down by category. On the dashboard, the expense breakdown widget shows posted spending split by account group.

• Approval workflows with thresholds and levels
• Expense report grouped by day, week or month
• Expense breakdown widget on the dashboard

Expenses in the product cost

Some expenses belong in the cost of goods, not overheads: a clearing agent’s fee, freight paid separately, an inspection charge. Flowyana lets you add an expense to the cost of a goods receipt, spread across the goods by value or by quantity. Stock value and gross margin then carry the real landed cost, and your selling prices are set against what the goods truly cost you, not just the supplier’s invoice.