Expense Management

Expense Management

The Generate Expense System in ERP SchoolAura empowers schools to manage planned and actual expenses in a structured and accountable way. Whether it’s organizing school events or handling maintenance needs, this feature enables administrators to estimate, approve, and disburse funds seamlessly through the system — ensuring transparency and financial discipline.

• Event Expense Estimation & Approval
  

  Easily create detailed expense estimates for school events (e.g., Annual Day, Sports Meet, Seminars). Define budget categories like venue, logistics, refreshments, equipment, etc. Submit estimates for approval by authorized administrators before execution.

• Maintenance Expense Generation
  

  Generate expenses for infrastructure and facility maintenance (repairs, renovations, upgrades). Specify vendor/supplier costs, itemized estimates, and required justification. Automatically route requests for approval and track their status.

• Approval Workflow
  

  Multi-level approval system ensures only valid and necessary expenses are cleared. Track each request’s lifecycle — from draft to approved to disbursed. Admins receive real-time notifications for pending approvals.

• Fund Disbursement to Accounts
  

  Once approved, expenses are automatically linked to the school’s account system for disbursement. Maintain detailed records of who approved, when funds were released, and how much was spent.

• Expense Reporting & Audit Trail
  

  Generate reports by category, department, event, or time frame. Ensure financial transparency with a complete audit trail of every transaction and approval.

Benefits

For School Management:

• Maintain full control over spending
• Prevent overspending with pre-approval budgeting
• Streamline expense handling and reduce manual errors

For Accountants:

• Auto-sync approved expenses with financial records
• Ensure accurate and timely fund disbursal
• Simplify audit preparation with organized digital records

For Event Coordinators & Staff:

• Create and submit event budgets with ease
• Get clear visibility on approval status
• Eliminate delays in fund release