The employee photographs a receipt from their phone, categorises the expense and submits it for approval; the approval chain runs; the approved amount is paid or settled and flows cleanly into accounting. Within the same portal, managers see live, role-based income-expense, cost-centre and budget-versus-actual dashboards fed directly from your ERP's ledger entries. The expense lifecycle lives in the portal while the definitive record stays in the ERP, ending duplicate data entry.
Logo, Mikro, SAP, Netsis or Uyumsoft keeps the final accounting entry for an expense. What the ERP does not provide is the employee-centric lifecycle: the field worker snapping a receipt photo on their phone to open and categorise an expense, submit it for approval; the approval flowing through the hierarchy; and the paid/settled and advance-settlement status being tracked. Customising all of this inside the ERP for every expense type and every approval step is prohibitively expensive, which is why most companies run this cycle on Excel and WhatsApp. The portal fills that gap: once the expense has been collected, it writes only the approved result back to the ERP, while feeding the income-expense dashboards by reading directly from the ERP's own ledger entries.
From the field, the employee photographs the receipt or invoice on their phone, enters the amount, date, currency and category, and opens the expense instantly. The receipt image is attached to the expense; department and location are pulled automatically from the employee's record. Detailed entry is also available via the web.
Every expense is linked to an active expense category (fuel, accommodation, entertainment, travel, etc.). Multiple expenses over a date range are combined into a single 'expense report'; the report total is calculated automatically and exported to PDF or Excel.
Expenses and expense reports move through a pending→approved/rejected state machine. The approver, approval time, rejecting party and rejection reason are all recorded. When a report is approved, the pending expenses it contains are approved in bulk as well.
An approved expense is marked as 'paid', with the payment method, payment reference and payment date retained. For expenses that require reimbursement to the employee, the settlement/refund status (pending→completed) and refund date are tracked separately.
From mobile, the employee opens an advance request with the amount, justification and required-by date. The advance is approved and paid, and its closure is tracked via the amount settled as it is spent (settled_amount, settled_at); the open advance and actual expenses are reconciled against each other.
A dashboard that reads from the ERP's financial statistics ledger (income/expense movements): daily and periodic income, expense, profit and profit margin; company/branch filtering; month-on-month comparison; category (uniform chart of accounts group) analysis and trend/growth rates.
Ledger movements assigned to a cost centre are grouped by cost centre: income/expense distribution per centre, month-on-month comparison and performance ranking. Which department or project spent what becomes visible on a single dashboard.
Period comparison at cost-centre level: actual amounts for income and expense, the variance amount and variance percentage are calculated. Centres deviating from target or from prior periods stand out as a percentage.
Ledger movements are mapped to income, expense and cost groups (600 Sales, 700 Cost of Goods Sold, 760 Marketing, 770 General Administration, etc.) by card type and account code. The manager is presented with a meaningful category name rather than a raw account code.
The employee photographs the receipt from mobile and opens the expense or advance request with the amount, date, category and justification. Department and location are assigned automatically from the employee's record.
For a trip or period, multiple expenses are combined into a single expense report; the total amount is calculated automatically.
The expense or report enters the approval chain; at each step the approver, time and justification are recorded. In case of rejection, the reason is returned to the employee.
The approved expense is marked as paid (payment method/reference/date); reimbursement or advance-settlement closure is tracked.
The approved total is transferred cleanly into accounting; managers see live income-expense, cost-centre and budget-versus-actual dashboards fed from the ERP ledger.
The module works in both directions. The employee-centric collect-approve-pay cycle for expenses and advances lives in the portal; the approved result is transferred cleanly into accounting and finance. The income-expense and cost-centre dashboards, meanwhile, are fed by reading from the ERP's own financial ledger entries. The ERP remains the single source of truth.
The dashboards read from the ERP's financial statistics/ledger entries (income-expense movements, plus/minus, account code, cost centre, company and branch). This data does not mix with the portal's expense records; it presents the manager with the actual accounting picture.
The total of an expense or report approved in the portal is prepared, together with its payment method and reference, in a form ready for clean transfer into accounting. Receipt collection and approval are completed in the portal; the final accounting entry is held in the ERP, so there is no double entry.
Master data such as personnel, department, location, company and branch is mirrored from the ERP/HR source; department and location are assigned automatically when an expense is opened, and cost-centre mapping relies on ERP codes.
ERP account codes are mapped to uniform chart of accounts groups (600/700/760/770, etc.); the card type is classified as income/expense/cost. In the manager's report, a meaningful category name is shown instead of the raw code.
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