Expenses

Click on the „New expense“ button and a page will open the sheet, where you can easily input data and attachments according to expense or to the supplier. You can save the list of contractors after expanding the bar with the "+ Add new contractor" option.

Type of expense:

Allfred supports Optical Character Recognition. Simply upload your invoices, and Allfred will automatically recognize the details and fill out the necessary fields for you. Allfred will even suggest the most probable assignment of expenses to specific budget items, streamlining your workflow. To accommodate this enhancement, we have moved the invoice uploading feature to the left side for easier access (Fig. 3).

Fig. 3

Check all the details and fill missing ones. if the expense is already paid, click on the "Already paid" checkbox. 

Allfred now allows you to assign expenses directly to Our work budget items. When assigning expenses, you will be presented with Our work items for selection (Fig. 4).

Fig. 4

If you choose to assign the expense to Our work, Allfred will provide an option to track associated hours by simply checking a checkbox. You can specify the position, number of hours, and the date for time tracking. If you prefer not to track hours, Allfred will only deduct the assigned amount from the available budget (Fig. 5). 

Fig.5

To get an overview of assigned costs for Our work at the project level, simply click on the amount of the spent budget. This will open a modal window displaying detailed information about the expense, reported date, position, tracked hours, and the total amount (Fig. 6)                                                                                                 

Fig. 6

If you have more than one item in expenses that belongs to different budget items, you can divide them and modify them differently using the "+" button (Fig. 7).

Fig. 7

You can assign expenses to a budget item in several ways. Either the financier or CFO pre-selects the Brand and saves the expense as a draft, and the project managers assigned to that Brand take care of the rest as usual. Alternatively, you can designate a mandatory person who will receive a notification to confirm the expense to a specific budget item. The expense will remain visible to other project managers assigned to Brand in either case (Fig. 8).

The financier can issue a valid financial document only if all budget items are marked as "Approved". The "Approved" checkbox can be checked only when all fields related to the budget item are filled in. 

Fig. 8

List of incoming expenses: 

The following statuses can be found in the Expenses list:

• All 

      

• Approved 

      

• For Approval 

      

• Drafts 

Project managers have the option to save an expense as a Draft for additional editing or ‘Request Approval’ for the finance manager’s final approval. Moreover, finance managers have the option to automatically Save expenses as Final, when all associated budget items bear an ‘Approved’ check mark.

Identifying expenses that await approval has been made more straightforward. These expenses are now divided in two categories, indicating whether a specific project manager or the finance manager is responsible for final approval (Fig. 1).

• ‘For Approval:’ These expenses aren’t ready for the finance manager’s approval yet, signalling that action from the specific project manager is required.
• ‘For Financial Approval:’ These expenses are ready for the finance manager’s final approval, provided all the budget items have been approved by project managers.

Fig. 1

Assigning a ‘Responsible Person’ for each expense is no longer mandatory. If this field is left blank and an expense awaits approval, the expense will appear in the ‘For Approval’ section, visible to all project managers associated with the project or brand.

If a project manager approves an expense for a specific budget item, Allfred automatically designates that project manager as the responsible person once the expense is saved. After reopening the saved expense you can see who and when approved the budget item by mouse over the ‘Approved’ button.

How does the ‘Approved’ Checkbox work?

• The ‘Approved’ checkbox is marked when an expense is considered final by the project manager or finance manager
• If it’s unmarked, the expense is still in the ‘For Approval’ stage for the assigned responsible person or for the projects managers responsible for a particular brand or project

Our ‘Image to Text’ feature, which extracts data from expenses or budget items, is now optional, providing more flexibility (Fig. 2).

Fig. 2