Recording and Managing Expenses

Last Updated: 2026-05-27 | Applies to: IK v1.2+

Expense Page

Navigate to: 💵 Payroll & Expenses → 💸 Expenses

Recording an Expense

┌─────────────────────────────────────────────────────┐│              Record New Expense                      │├─────────────────────────────────────────────────────┤│  Campus:         [North Branch ▾]                   ││  Expense Head:   [Utilities ▾]                      ││  Amount:         [$1,500.00]                        ││  Paid By:        [Campus Petty ▾]                   ││                  ○ Campus Petty (campus budget)     ││                  ○ Central Admin (head office)      ││                  ○ Split (shared)                   ││  Split Ratio:    [60]% Campus / [40]% Central       ││  (only if "Split" selected)                         ││  Description:    [Electricity bill for June]        ││  Vendor:         [City Power Company]               ││  Invoice #:      [ELEC-2026-06]                     ││  Expense Date:   [2026-06-15]                       ││  Payment Method: [Bank Transfer ▾]                  ││  Reference #:    [TRX-123456]                       ││  Severity:       [🟢 Green (Normal) ▾]             ││  Internal Notes: [Monthly utility payment]          ││  Attachments:    [Choose File] (optional)            ││                                                    ││  [Save Expense]                                     │└─────────────────────────────────────────────────────┘

Expense Severity Flags

Approval Workflow

When an expense is saved:

1. Expense created → Status: "pending_approval"2. System creates approval entries based on amount:   ├── ≤ $10,000: 1 level (Campus Manager)   ├── $10,001-$50,000: 2 levels (+ Finance Manager)   └── > $50,000: 3 levels (+ Director)3. Approvers get notifications4. Each approves/rejects with comments5. All approved → Status: "approved"6. Any rejected → Status: "rejected" (with reason)

Expense List View

┌──────────────────────────────────────────────────────────────────┐│  Expenses - North Branch                                         │├──────┬──────────┬──────────┬──────────┬──────────┬──────────────┤│ Date │ Head     │ Amount   │ Paid By  │ Status   │ Actions      │├──────┼──────────┼──────────┼──────────┼──────────┼──────────────┤│Jun 15│ Utilities│ $1,500   │ Campus   │ Approved │ [View] [Edit]││Jun 14│ Supplies │ $350     │ Campus   │ Pending  │ [View] [Edit]││Jun 10│ Rent     │ $5,000   │ Split    │ Approved │ [View]       ││Jun 5 │ Repairs  │ $2,200   │ Central  │ Rejected │ [View]       │└──────┴──────────┴──────────┴──────────┴──────────┴──────────────┘

Filtering Expenses

Available filters:

• Date Range: From/To date pickers
• Expense Head: Filter by category
• Status: pending_approval, approved, rejected, reimbursed
• Paid By: campus_petty, central_admin, split
• Severity: green, yellow, red

Expense Heads (Categories)

Navigate to: 💵 Payroll & Expenses → 🏷️ Expense Heads

Default Categories (15 pre-loaded):

• Building Rent
• Utilities
• Maintenance & Repairs
• Cleanliness & Sanitation
• Security Services
• Office Supplies
• Staff Welfare
• Entertainment & Events
• Transportation
• IT & Software
• Marketing & Advertising
• Insurance
• Professional Fees
• Staff Training
• Miscellaneous

Adding Custom Heads:

Head Name: [Garden Maintenance]Type:      [Variable ▾]Icon:      [fa-leaf ▾]Color:     [#4CAF50]Campus:    [All Campuses ▾]