Expense

Managing Project Expenses in IntoAEC:

Tracking expenses efficiently is crucial for financial management. The Expense Report in IntoAEC provides a detailed view of all expenses, including payment methods, amounts spent, and invoice-related expenditures. Users can apply filters, analyze spending trends, and export reports for record-keeping.

Accessing the Expense Report:

• Navigate to the Reports section in IntoAEC.

• Select Expenses to view all recorded expenditures.

Filtering Expense Records 

To refine expense records, users can apply the following filters:

• Project Name – Select a project to view its related expenses.

• Spent Between – Filter expenses within a specific date range.

• Mode of Payment – Choose from All, Cash, Bank Transfer, or Cheque.

Click Apply to filter results or Clear to reset selections.

Expense Summary Dashboard

The dashboard provides key financial insights, including:

• Total Expense Amount – The sum of all recorded expenses.

This helps users track overall spending across different projects.

Expense Report Table

The Expense Report provides a detailed breakdown of recorded expenses, including:

• Project – The project linked to the expense.

• Invoice Association – Indicates if the expense is linked to an invoice.

• Date Spent – The date the expense was recorded.

• Work Duration – The time spent on the associated work.

• Expense Amount – The total cost of the expense.

• Payment Method – The mode of payment (Cash, Bank Transfer, Cheque).

• Payment Status – Status of the payment (Paid, Partially Paid, Awaiting Payment).

Performing Bulk Actions & Exporting Data

Managing Multiple Expense Entries

• Select multiple expenses for bulk updates or actions.

• Modify, categorize, or analyze multiple records simultaneously.

Exporting Expense Reports

• Download the Expense Report in Excel format for financial analysis.

• Use exported data for auditing and record-keeping.

How to Configure Expense Report Automation in IntoAEC

Set it up once, and let your expense tracking run on autopilot.
Follow the steps below to automate Expense Reports using the Configure Report Automation icon:

Open the Configure Report Automation Popup

Click on the Configure Report Automation icon to access the Expense Report Automation popup.

Choose the Recipients

From the Send To dropdown, select the users who should receive the automated expense reports.

Select When Reports Should Be Sent

In the Generate Report dropdown, choose how frequently the reports should be delivered:

• Daily (default setting) - The report will be generated within one hour of your selected time.
  Example: If it’s set to 6:00 PM, it will be generated between 6:00 PM and 6:59 PM. 

• Weekly – A weekly report will be sent at the same time and day in the following week, summarizing the current week.  

• Monthly – A report covering the current month will be sent on the same day and time next month. 

Set the Start Date and Time

Select the Start Date and Start Time when the automation should begin.

Note-Don’t forget to select a Start Time this is required to trigger the report generation. 

Save or Cancel Your Configuration

Click Save to enable the expense report automation, or click Cancel if you wish to exit without saving.

The Expense Report in IntoAEC helps businesses track financial expenditures, analyze payment statuses, and manage project budgets effectively. With filtering, bulk actions, and export options, users can streamline financial management and make informed decisions.