Expense Management

Overview

The Expense Management module in Agent Teammate CRM helps real estate professionals track and manage business expenses efficiently. Keep detailed records of all business-related costs for tax purposes and financial analysis.

Key Features

Expense Tracking

Expense Tracking: Record all business expenses with detailed information
Receipt Management: Attach digital receipts and documents
Category Management: Organize expenses by categories (travel, marketing, office supplies, etc.)
Client Assignment: Associate expenses with specific clients or deals
Tax Tracking: Track tax-deductible expenses for tax reporting
Expense Reports: Generate detailed expense reports for accounting
Approval Workflow: Submit expenses for approval if required
Reimbursement Tracking: Track reimbursement status

Adding Expenses

Step-by-Step Process

Access Expense Module

Navigate to the main menu and click on "Expenses" or "Financial" section, then click the "Add New Expense" button.

Enter Expense Details

Select the expense date, choose the expense category, enter the amount, and add a description of the expense.

Associate with Client/Deal

Search for and select the related client, choose the associated deal if applicable, and mark as billable to client if appropriate.

Attach Documentation

Click "Attach Receipt" to upload receipt images or PDF files, and add any additional notes or comments.

Submit Expense

Review all entered information, mark as tax-deductible if applicable, and click "Save" or "Submit for Approval".

Managing Expenses

Viewing Expenses

View all expenses in a searchable list
Filter by date range, category, or client
Sort by amount, date, or approval status
Use quick filters for pending, approved, or reimbursed expenses

Editing Expenses

Click on any expense to edit details
Update amounts, categories, or descriptions
Add or replace receipt attachments
Change client or deal associations

Bulk Operations

Select multiple expenses for bulk actions
Submit multiple expenses for approval
Export selected expenses to CSV or PDF
Delete multiple expenses at once

Expense Categories

Default Categories

Marketing & Advertising: Signs, flyers, online ads
Travel & Transportation: Mileage, gas, flights
Client Entertainment: Meals, entertainment expenses
Office Supplies: Stationery, equipment, software
Professional Services: Legal, accounting, consulting
Education & Training: Courses, conferences, certifications
Communication: Phone bills, internet, postage
Insurance: Professional liability, E&O insurance

Custom Categories

You can create custom expense categories to match your specific business needs. Go to Settings > Expense Categories to add, edit, or remove categories.

Expense Reports

Available Reports

Monthly Expense Summary: Total expenses by month
Category Breakdown: Expenses grouped by category
Client Expense Report: Expenses associated with specific clients
Tax Deductible Expenses: All tax-deductible expenses for tax filing
Reimbursement Report: Track pending and processed reimbursements

Generating Reports

Access Reports

Go to Expenses > Reports and select the report type.

Configure Parameters

Choose date range and filters, then click "Generate Report".

Export Report

Export to PDF, Excel, or print the generated report.

Best Practices

Record Keeping Tips

Enter expenses immediately to avoid forgetting details
Always attach receipts for expenses over $25
Use clear, descriptive names for expense descriptions
Categorize expenses consistently
Review and approve expenses regularly

Tax Compliance

Keep digital copies of all receipts
Mark business expenses appropriately
Separate personal and business expenses
Consult with your accountant about deductible expenses
Generate tax reports at year-end

Troubleshooting

Common Issues

Q: I can't upload a receipt image

A: Check that the file size is under 10MB and in a supported format (JPG, PNG, PDF). Clear your browser cache and try again.

Q: My expenses aren't showing in reports

A: Verify that the expenses are within the selected date range and that any filters are set correctly. Check that expenses have been approved if required.

Q: How do I correct a submitted expense?

A: If the expense hasn't been approved yet, you can edit it directly. For approved expenses, you may need to create a correction entry or contact your administrator.