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Expense Tracking
Centralize expense reports, supporting documents, and validations in one space
The Expense Tracking template simplifies the entry, control, and reimbursement of expenses. You link each expense report to a collaborator, a project, or a case to track amounts, speed up validations, and better manage budgets.
Replace scattered files with a clear and shareable expense circuit
When expense reports circulate via email, spreadsheets, or isolated scans, validations are delayed and supporting documents are lost. This AirProcess template gathers entry, status tracking, expense history, and business links in a unique structure, easier to control on a daily basis.
4
ready-to-use forms
100%
Customizable without development
France
Technology and hosting
4 linked forms to cover the entire expense cycle
Expense Report
Central form to enter the expense, provide the collaborator's details, link a project or a case, add supporting documents, and track the validation.
Contact
Record of the concerned collaborator or contact, with their contact details and the consolidated history of associated expenses.
Case
Business file that groups together the expense reports related to a case, with the budget, key dates, and management status.
Project
Project reference to attach expenses to a mission, track the budget, and visualize expenses related to progress.
Everything needed to manage expenses from submission to reimbursement
A detailed expense report
Each expense has a reference, a title, a type of expense, a status, and amounts useful for reimbursement. The identification, context, supporting documents, and validation sections structure the entry.
Links to the right references
An expense report can be linked to a collaborator, a project, or a case. These relationships allow for quick retrieval of who spent what, in what context, and for which tracking center.
Tracking collaborators
The Contact record centralizes the identity, contact details, role, department, and organization of each person, with dedicated views to analyze expenses by contact type and identify profiles to follow up.
Management by project and case
The Project and Case forms group expenses associated with a mission, a budget, or a file. This provides a consolidated view of expenses related to the actual activity of the organization.
Operational views ready to use
The list, kanban, calendar, gallery of supporting documents, and dashboards facilitate expense control, detection of pending files, and tracking of reimbursements.
From expense entry to budget tracking
The template organizes work around an expense report linked to a contact, then possibly to a project or a case. The views then allow for controlling validations, analyzing supporting documents, and monitoring budgets or at-risk expenses.
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1. Creation of the expense report
The user records the reference, title, type of expense, date, reimbursable amount, and status. They also complete the collaborator's information and add the necessary supporting documents.
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2. Linking to the right objects
Through many-to-one links, each expense report points to a single Contact, a single Project, or a single Case, while each of these objects can group multiple expenses. Tracking remains consistent by person, mission, or file.
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3. Control and validation
The kanban view 'To Validate' highlights notes awaiting processing with the title, collaborator's name, reimbursable amount, and priority. Managers can thus decide faster and reduce delays.
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4. Reimbursement and status tracking
The 'Pending Reimbursement' view helps track what remains to be paid, while the classic list provides a simple reading by reference, expense date, and submission date.
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5. Analysis and management
Dashboards show the number of notes, total amount, expenses by status, monthly evolution, and distribution by type of expense. On the Contacts, Projects, and Cases side, summary views allow for spotting high costs, monitored files, and strained budgets.
Screens designed for quick expense control
All forms offered in the app templates are editable and adjustable to your business, as well as the colors and layouts.
A useful template for teams managing recurring expenses
SMEs
Structure a simple expense report circuit without multiplying spreadsheets, manual follow-ups, and scattered documents.
Large accounts
Harmonize expense management across multiple teams, projects, or entities with control views and consolidated budgets.
Public sector
Track expenses by file, project, or mission with a clear validation framework and better traceability.
Associations & NGOs
Link expenses to projects and funding to maintain a reliable view of field expenses and supporting documents.
It is used to enter, control, and validate expense reports in a single space, while linking them to a collaborator, a project, or a case to facilitate management.
Yes. The template provides a dedicated view for supporting documents, which helps control the pieces associated with expenses and secure validations.
Each expense report can be linked to a single contact, a single project, or a single case. In return, these records can group multiple expense reports to maintain a consolidated view.
The views To Validate, Pending Reimbursement, By Expense Date, and Supporting Documents offer an operational reading of expenses to process, deadlines, and pieces to verify.
Yes. The Project and Case forms include budget and status information, allowing for monitoring costs associated with missions or files.
Yes. Like other AirProcess templates, it can be adapted with new fields, additional views, validation rules, or automations according to your organization.
Set up a faster, clearer, and more reliable expense tracking
Start with a ready-to-use base to manage expense reports, then adapt the forms, views, and validations to your internal rules. You gain control, visibility, and comfort in your work.
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