PRD

V1-Expense Report

V1 Enhanced Expense Report with Billable Hours Management

Objective

Create a comprehensive system that integrates billable hours tracking with expense management for better financial oversight and revenue insights.

Business Need

Accurate Financial Tracking – Track billable/non-billable hours with automatic calculations

Streamlined Expense Management – Automate entries while allowing manual adjustments

Revenue Insights – Provide visibility into earnings and outstanding dues

User Goals

Track and differentiate between billable and non-billable task hours

Automate expense entries for orders, tasks, and paid invoices

View and manage expenses/earnings using detailed summaries and filters

Gain financial insights through integrated invoice and expense tracking

Functional Requirements

1. Task Time Tracking (ref:
`Time Tracking`⁠
)

Toggle: Mark hours as "Billable" or "Non-Billable" in task creation/edit modal

Multi-user Support: Multiple users can log time on the same task simultaneously

Calculation: Billable Amount = Task Hours × User Hourly Rate

Validation: No negative/overlapping entries; Superadmin and admin can edit the entry

2. Expense Report

Automatic Entries

Order Expenses: New orders automatically generate expense entries under "Order Expenses"

Invoice Earnings: Invoices marked as "Paid" are flagged as "Earned" in the financial report

Billable Task Costs:

For directly purchased orders with paid invoices, associated billable hours are considered internal delivery costs and automatically logged as expenses, not revenue.

These time logs do not contribute to earnings but are included in total expenses for accurate margin tracking.

Manual Expense Entry

Add Expense Button: A button to create custom expense entries

Entry Form Fields:

Expense Type (Text Field)

Amount (Numeric Field)

Client (Dropdown/Search)

Associated Task/Order (Optional - Dropdown/Search)

Date (Date Picker)

status

Due

Revenue

Expense

Notes (Text Area)

attachment

Entry Indicators:

Manual expenses clearly marked as "Manual Entry" for visibility

Visual distinction between manual and automatic entries in the report view

Expense Detail Page

Access: Each expense entry has a "View Details" option leading to a dedicated detail page

Basic Information Display:

Expense Type

Total Amount

breakdown of the actual service price and vat

Associated Client

Date

Status (Paid/Due)

Notes/Comments

attachments(multiple allowed)

Catalog Purchase Breakdown:

Main expense report shows the total amount

Detail page shows base amount and any applied VAT/tax

Includes percentage and amount of tax applied

Itemized list showing:

Individual items purchased

Quantity

Base price per item

Tax applied per item

Total per item

Associated Documents Section:

Upload/view receipts

View attached invoices

Download functionality for all documents

Approval History:

Submission timestamp and user

Approval timestamp and approver name

Current status in approval workflow

Comments/Notes Timeline:

Chronological display of all comments

User attribution for each comment

Timestamp for all activities

Linking Functionality

Link Options:

Add/link invoices (both existing and new)

Add/link orders (both existing and new)

Visibility: Linked items visible within the expense report

Auto-Update: Changes to linked items automatically update expense report data

Relationship Management: Ability to unlink items if needed

Expense Calculations

Total Billable Hours = Sum of (Billable Task Hours × Hourly Rate)

Total Non-Billable Hours = Sum of Non-Billable Task Hours

Total Expenses = Order Expenses + Billable Task Costs + Manual Expenses

Total Earnings = Paid Invoices + Received Payments

Net Balance = Total Earnings – Total Expenses

Table Columns

Name

Amount

Type (Billable / Non-Billable / Order)

Associated Task/Order

Status (Paid / Earned)

Date

Notes

3. Report Interface

Summary View: Total Expenses, Total Earnings, Net Balance

Filters: Client, Order ID, Task Name, Type, Status, Date Range, Search

Detailed Breakdown: Expense Type, Client, Order ID, Task, Amounts, Status, Notes

Invoice Integration: Link tasks/orders/invoices; paid invoices update earnings

4. Activity Logs

Time Entries: Start Time, End Time, Duration, Notes

Activity Reports: Daily/Weekly/Monthly Task Hours per user

Financial Impact: Billable hours converted to earnings, expenses per user

Acceptance Criteria

Billable/non-billable toggle works for task hours

Automatic expense entries for tasks, orders, invoices

Manual expense entries with clear task/order associations

Detailed pages with tax breakdowns for catalog purchases

Invoice/order linking functionality

Filtering, sorting, and detailed financial tracking

Multi-user simultaneous time tracking

Dynamic calculation of financial metrics

Admin/Superadmin access to team-wide reports and export

Data consistency across timesheets, work logs, and expense reports

Manual expense entries clearly marked in the interface

Detail pages accessible for all expense types

Edge Cases & Solutions

Multiple Users: Allow simultaneous time logging without conflicts

Entry Validation: Prevent negative durations and overlapping entries

Future Scope

Visual analytics for expense/earnings trends

Third-party accounting tool integration like xero and quickbooks

Client-specific financial reporting

Mobile app for expense submissions with receipt photo capture

OCR technology to automatically extract data from receipts

AI-powered expense categorization and validation

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