Expense Management in CRMLEAF: Guide to Tracking, Importing, and Automating Expenses

An Expense in CRMLEAF refers to any cost incurred during the execution of a project, task, or business operation. These expenses can include:

• Travel or accommodation costs
• Office supplies and equipment
• Software or subscription services
• Vendor or service payments

CRMLEAF enables easy recording, classification, and linking of expenses to employees or projects, helping ensure clean financial records and reporting.

How to Add an Expense

To add a new expense:

Navigate to Work > Expenses > Add Expense
Fill in the following details:

• Expense Details
• Field Description
• Item Name Name of the product or service purchased
• Currency Currency used for the transaction
• Exchange Rate Applicable if using a foreign currency
• Price Total amount paid
• Purchase Date Date the expense was incurred
• Employee Person who made or submitted the expense
• Project (Optional) Link to a related project
• Expense Category Type of expense (e.g., Travel, Meals, Software)
• Purchased From Vendor name or source
• Bank Account Account used for payment
• Description Additional details or justification
• Bill Upload receipt, invoice, or document as proof

Click Save to store the expense entry.

What is a Recurring Expense?

A Recurring Expense is a payment that happens on a fixed schedule—such as:

• Monthly software subscriptions
• Rent or lease payments
• Periodic maintenance contracts

CRMLEAF allows automatic creation of such expenses, reducing repetitive manual entry.

How to Add a Recurring Expense

• Go to Work > Expenses > Add Recurring Expense
  Fill in the required fields:

  Field	Description
  Item Name	Name of the recurring item
  Currency	Currency for the recurring payment
  Price	Payment amount per cycle
  Employee	Person associated with the expense
  Project	(Optional) Linked project
  Bank Account	Payment account
  Expense Category	E.g., Subscription, Rent, Maintenance
  Purchased From	Vendor or service provider
  Bill	Optional upload (e.g., recurring invoice or contract)
  Billing Frequency	e.g., Weekly, Monthly, Quarterly
  Start Date	When the first billing cycle begins
  Total Count	Number of billing cycles (-1 for ongoing recurrence)

Click Save to activate the recurring expense.

Importing Expenses

To import multiple expenses at once:

• Go to Work > Expenses > Import Expenses
• Upload a file in .xls, .xlsx, or .csv format
• Ensure the file structure matches the sample format
• Use date format: YYYY-MM-DD (e.g., 2022-04-21)
• Confirm field mappings and process the file

Use Case: Ideal for migrating data from other systems or entering bulk records at once.

Exporting Expenses

• Export all expense records for accounting, analysis, or audit:
• Go to Work > Expenses
• Apply filters as needed (by employee, project, date, category)
• Click the Export button
• The file will download in .xlsx format
  Exported Fields Include:
• Item Name
• Purchase Date
• Price
• Currency
• Employee
• Project
• Expense Category
• Description
• Vendor
• Linked Bank Account

Quick Actions – Expense Module

Action	How To
Add Expense	Go to Work > Expenses > Add Expense, complete the form, and save
Add Recurring Expense	Navigate to Work > Expenses > Add Recurring Expense
Import Expenses	Use Import Expenses, upload file, and confirm field mappings
Export Expenses	Click Export in the Expenses view to download all entries in Excel
Edit/Delete Expense	Use the Action column next to each record

FAQ – Expense Module

Q: What is considered an expense in CRM LEAF?
A: Any business-related cost including travel, subscriptions, supplies, or services.
Q: Can I automate repeating expenses?
A: Yes, use the Recurring Expense feature to set up automatic entries.
Q: What is the date format required for imports?
A: Use YYYY-MM-DD (e.g., 2022-04-21) in all import files.
Q: Can I link expenses to a project?
A: Yes, expenses can be associated with projects for accurate tracking.
Q: Can I upload receipts or invoices?
A: Yes, you can attach bills to both one-time and recurring expenses.
Q: How do I export all expenses?
A: Navigate to Work > Expenses > Export to download a detailed .xlsx report.