Expense Tracker

Track all clinic outflows, staff advances, and user reimbursements in a secure, auditable ledger.

What is the Expense Tracker?

The Expense Tracker allows Clinic Admins to maintain a clean record of financial outflows. Every expense is assigned a sequential reference number (e.g., EXP-001) and is completely auditable. To ensure financial integrity, expenses cannot be permanently deleted; they can only be voided or edited with an audit trail.

Who can use this?

Note: The Expense Tracker is strictly for Admins. Dentists and Receptionists do not have access to these routes or UI pages.

Accessing Expenses

Web App / Mobile App: Navigate to Workspace → Expenses. This page displays a filterable ledger with KPIs (Total Expenses for the period) and a table of all recorded expenses.

Managing Expense Categories

Before recording expenses, you should set up categories (e.g., Rent, Supplies, Maintenance, Salaries).

1. Go to Settings → Expense Categories (or manage them directly from the Expenses UI).
2. Add a new category. The system ensures the name is unique to your clinic.
3. If you no longer need a category, you can deactivate it. (Categories cannot be hard-deleted if they are linked to existing expenses).

Recording an Expense

1. Open the Expenses page and click/tap Add Expense.
2. Select the Expense Type:
   • Clinic: Operational expenses like rent, bills, or inventory supplies.
   • Staff: Payroll, advances, or allowances.
   • User: Reimbursements for a specific staff member.
3. If you selected Staff or User, you must select a specific Staff Member from your clinic.
4. Enter the Amount, select the Category, and choose the Payment Mode (Cash, UPI, Card, etc.).
5. Save the expense.

The system records who created the expense (recordedByName) and automatically generates a reference number.

Auditing: Editing and Voiding

To maintain financial trust, the system keeps a strict history.

Voiding an Expense

If an expense was recorded entirely by mistake, you can Void it.

• Click Void on the expense.
• You must provide a Void Reason.
• The expense status changes to void. It is no longer counted in your KPI totals, but the record remains in the system with a timestamp of who voided it.
• Once an expense is voided, it can no longer be edited.

Editing an Expense

If you just need to fix a typo or amount:

• Click Edit.
• Make your changes and provide an Edit Reason.
• Every change is appended to the expense's editHistory, allowing you to see exactly what changed, when, and by whom.

Expense Filters and Ledger

The Expenses page allows you to review spending easily:

• Date Range: View expenses for today, this week, this month, or a custom range.
• Filters: Filter the list by Type, Category, Staff User, Payment Mode, or Status (Recorded vs Voided).
• Summaries: The KPI totals automatically update based on your applied filters.

What's Next?

• Inventory: Track the physical supplies you purchase with your clinic expenses.
• Analytics: View your overall clinic activity.

Last updated: August 2026 · Cliops v1.0 · MVP