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Playbook
Expense Tracking Playbook
How to set up expense management that gives you real visibility into where money goes.
Expense tracking playbook covering categories, approval workflows, receipt capture, and budget monitoring.
Roles includedFields & workflowsReports
Who This Playbook Is For
Owners, store managers and finance coordinators who need receipts captured at the point of spend and reports that do not require detective work. If your month-end involves chasing photos in chats, you need this playbook.
Policy You Can Actually Enforce
| Policy item | Setting | Example |
|---|---|---|
| Categories | Must match your codes | Fuel (GL-6120), packaging, staff meals |
| Required fields | Per category | Project + vendor for contractor fees |
| Receipt rule | Evidenced or pending | >RM25 must have photo; no photo = pending |
| Approval matrix | Amount + category | <RM500 store; >RM3k director + finance |
| Budget | Monthly + cumulative | Fuel 80% alert; stop at 100% unless overridden |
Capture — the 30-second habit
- Snap: Photo at counter — OCR fills vendor, date, total, tax
- Confirm: Category suggested from rules; tap to confirm + add project/location
- Submit: One tap; approver gets a push with image + context
Approvals That Don't Bottleneck
- Delegate: Manager on leave? Auto-delegate with end date
- Batch: Finance approves 20 in a table; exceptions first
- Escalate: No action 24h → nudge; 48h → escalate to next level
Reports That Close the Books
- Spend by vendor, project, location, category — this week, not last month
- Budget burn with forecast to end of month
- Pending receipts list for chasers
| Habit to install | How ConfigBiz nudges it |
|---|---|
| Snap today, not Friday | Pending counter on home; daily 6pm reminder |
| Categorise correctly | Rule suggests; manager can recode with reason |
| Approve daily | Queue badge + email digest 08:00 |