ExpenseTrack Pro - Expense Reimbursement Management System

Production-ready expense tracking and reimbursement system for nonprofits, clubs, HOAs, and small businesses. Replace paper receipts and spreadsheets with a streamlined digital workflow.

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PRODUCTION READY

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✓ Secure authentication (Supabase Auth)

✓ Row Level Security - users only see their data

✓ Setup wizard - first user becomes admin

✓ No coding required to deploy

✓ Works immediately after setup

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FEATURES

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EXPENSE REPORTS

• Create reports with multiple line items

• Support for regular expenses, mileage, and per diem

• Attach receipt images to expenses

• Auto-calculate totals

• Draft, submit, track status

APPROVAL WORKFLOW

• Draft → Submit → Approve → Pay pipeline

• Three roles: Submitter, Approver, Admin

• Approve or reject with comments

• Activity log for audit trail

• Users sign up themselves, admin assigns roles

MILEAGE TRACKING

• Configurable mileage rate (IRS rate default: $0.725/mi)

• Automatic calculation from miles driven

• Historical rate tracking

PER DIEM SUPPORT

• Configurable daily rates

• Multi-day per diem entries

• Automatic calculation

DEPARTMENT BUDGETS

• Assign expenses to departments/committees

• Set budget amounts and periods

• Track spending vs budget

• Visual progress indicators

EXPENSE CATEGORIES

• Organize by type (supplies, travel, food, etc.)

• Optional receipt requirements per category

• Maximum amount limits

• Enable/disable categories

REPORTING & ANALYTICS

• Filter by date range, department, status, submitter

• Group by status, department, person, month

• Visual breakdowns with charts

• Export to CSV for accounting

PAYMENT TRACKING

• Mark approved expenses as paid

• Record payment method (check, direct deposit, cash)

• Track check numbers/transaction IDs

• Payment history

USER MANAGEMENT

• Secure login with email/password

• Three roles with different permissions

• Users sign up themselves

• Admin manages roles and access

• Deactivate users without deleting data

SETTINGS

• Organization name

• Mileage and per diem rates

• Expense categories with options

• Department budgets