Solution
Expense Management That Gives You Real Numbers
Stop chasing receipts and reconciling spreadsheets. Track every peso in and out with software that works the way your business actually spends.
Expense management software that captures, categorizes, and reports business spending without the spreadsheet reconciliation cycle.
No credit card required · 14-day free trial
What you’ll get with this solution
- Pre-configured capabilities for this operation
- Custom fields that match your terminology
- Workflows and approvals for your team
- Connected reports — no manual reconciliation
Describe your operation to LearnBiz AI — it recommends the fields, workflows and terminology for this solution.
Why Expense Tracking Falls Apart
Most businesses track expenses in one of three ways: a bookkeeper who reconciles everything at month-end, a spreadsheet that gets updated when someone remembers, or an app that captures receipts but does not connect to anything else. All three create the same problem — you find out about overspending after the fact, you cannot compare actuals to budget in real time, and reconciling takes longer than the spending itself.
How ConfigBiz Handles Expenses
ConfigBiz treats expense management as part of your business operations, not a separate accounting exercise. You define expense categories that match your chart of accounts, set approval thresholds that match your authority structure, and create workflows that capture the information your bookkeeper or accountant actually needs.
The system adapts to whether you track expenses by project, by location, by department, or by cost centre. It handles recurring expenses, one-time purchases, and the grey area in between. Receipts, approvals and reports live on the same record.
| Setup decision | Examples to configure | Impact |
|---|---|---|
| Categories | Fuel, materials, meals, software, contractor fees | Reports that mirror your P&L, not the vendor's |
| Approvals | <RM500 auto; >RM5k → director; project-linked → PM + finance | Control without bottlenecks |
| Budgets | Monthly per category, per project cap, per location | Overspend is caught before posting |
| Capture | Mobile photo → OCR → category suggestion | Five taps, not five days |
What You Get
- Expense recording with custom categories, tags and fields — no "other" bucket that becomes 40% of spend
- Receipt capture via photo upload from any device with searchable archive
- Approval workflows based on amount, category, or project linkage
- Budget tracking against categories or projects with real-time burn-down
- Reports by category, vendor, project, or time period — export-ready for your accountant
- Export for QuickBooks / Xero style ledgers (CSV with your codes)
From capture to control — a real flow
- Capture: Staff snaps receipt on site — app reads merchant, date, total, GST
- Classify: Category auto-suggested from your map; user confirms in one tap
- Approve: If rule requires it, manager gets a push with image + context; approves in app
- Report: Finance sees spend by job that day, not next month
| KPI | Before (spreadsheet) | After (ConfigBiz) |
|---|---|---|
| Days to close | 7–12 after month-end | 1–2 (ongoing coding) |
| Receipts missing | 18–30% | <5% (required photo) |
| Budget variance noticed | When report is built | At 80% threshold alert |
The Result
You stop guessing where money goes. You see spending patterns as they happen. You catch budget overruns before they become problems. And your month-end close takes hours instead of days because the data is already categorized, documented, and ready to report.