The Expenses module in Tradogram is designed to track internal expenditures that fall outside the standard procurement cycle (Purchase Order → Delivery → Invoice). It is a flexible tool for capturing minor, unexpected, or non-standard spending.

When to Use Expenses Instead of Purchase Orders

While Purchase Orders are used for planned procurement with suppliers, Expenses are typically used for:

• Reimbursable Costs: Out-of-pocket spending by employees that needs to be paid back.
• Petty Cash Purchases: Small, one-off cash transactions.
• Card Transactions: Logging purchases made on personal or company credit cards.
• Minor Expenditures: Any small cost that doesn’t justify the administrative effort of a full Purchase Order process.

Why Track Expenses in Tradogram?

Even if a purchase is small, it still impacts your company's bottom line. Tracking these in Tradogram ensures your financial data is complete:

• Allocated Spend: Just like a PO, an expense can be assigned to a specific Department, Project, and/or GL Account.
• Unified Reporting: By logging every "off-system" purchase, your spend reports will accurately reflect total company expenditures, leaving no gaps in your data.
• Streamlined Approvals: Expenses can have their own unique Approval Rules. This allows you to bypass the more elaborate approval chains required for large Purchase Orders, speeding up the process for minor costs.

Getting Started

To begin logging these expenditures, you can watch this video on creating expense records in Tradogram.