Expense Management with Odoo 17


An employee is a company’s most important component. In other situations, the employee uses his personal funds to cover business expenses. When someone has to travel for work-related tasks like field trips, it costs money. Occasionally, the business pays for these costs. The employee will be compensated by the company since they are business expenses.

Both the Company and the Employees may be responsible for certain expenses. The type of expense, the unit amount, and the description of the expense are all provided.

The categories of costs are:

It is necessary to provide the location, the type of allowance, and the daily allowance expense.

Regional Conveyance Accompanying the unit amount must be the allowance and the manner of transportation.

Travel expenses, including the mode and amount in units, as well as the from and to locations

Other Expense: The type of expense must be specified in addition to the unit price.

Expenditure Management:

The Odoo expenditure management module is a helpful resource for planning and overseeing all of the costs associated with your business. Should that be the case, this module will enable you to monitor an employee’s daily expenditure and produce expense reports that will support the financial management of the company. Effective cost control can dramatically increase an organization’s profit, regardless of size. Specifically, there may be times when an employee must buy supplies or machinery for the company without getting paid in advance. The worker can generate expense reports in the Odoo Expenses module under certain conditions, then submit them for manager approval. Additionally, the expenditure manager can simply log each expense using an open-source expense tracker.

What makes an Odoo cost management system necessary for a business?

Since all businesses employ people, cost management is a must for all kinds of organizations. Businesses engage in a range of activities, as is fairly evident, and these activities include expenses for things like travel, relocation, office supplies, fuel, meals, and other costs. In general, businesses can use Odoo expenditure management to control all employee-related costs. An employee receives daily, weekly, or monthly reimbursement after paying their bills.

All things considered, effective spending control helps companies to retain a more successful and productive workforce while saving important time and money. Every firm needs advanced Odoo expenditure management software because it will make the approval and reimbursement process more efficient. It’s important to understand that it reduces the likelihood of paperwork errors and manual labor, helps to identify and prevent expense fraud, enhances visibility into the organization’s spending, and more.

The Odoo expense management system will make it much easier to keep track of your workers’ daily expenditures. Among the more important expenses are office supplies, travel expenses, and other human costs. After using this Odoo expenditure management software, you will be able to see all receipts and expense reports from a single platform, where you can expeditiously submit, validate, or reject expense reports. Furthermore, this open source cost tracker allows for complete maintenance and administration. Another important thing to remember is that no specific billing software needs to be downloaded or installed. Employees can affix copies of receipts here to a cost record to avoid misplacing them.

Motives for Using Software for Expense Management: Odoo

Software for managing expenses and travel is used for the following reasons:

Simple reporting of expenses:

Stated simply, it can be challenging to keep an eye on employees’ daily expenses and produce reports with more precision; however, you can save time and do both by utilizing an open source expenditure tracker. in order to compile everything into one place. It is impossible to have comprehensive information on staff spending for things like travel and office supplies without an efficient system. In light of this, Odoo accounting and Odoo spending management software are integrated to produce accurate data and audits reports.

Reduce the possibility of misplaced receipts:

Your staff members can upload all receipts straight into the expense record. Not to mention, they can attach copies of the receipts in case they misplace the originals. In fact, you can use any portable device to add attachments to this system’s mobile app; all you have to do is snap a picture of the receipt and send it to the designated email address. Conversely, maintain all expenses to guarantee effectiveness.

The team's handling of spending:

It is crucial to monitor the costs incurred by each team in order to obtain a comprehensive understanding of the many forms of expenditure in your company. Additionally, it will provide businesses with a comprehensive view of employee spending on a daily, weekly, and monthly basis. While this is true, managers can use an open-source expenditure tracker to easily record and monitor their teams’ spending. It will make the payment procedure easier. Furthermore, ensure that none of your staff members are exceeding the budgeted amount.

The Odoo expenditure module facilitates efficient spending management. This module facilitates appropriate spending tracking and staff cost approval. It also offered a simple method of integrating with other modules, such payroll, accounting, and so forth.

Let’s look at how employee spending is managed with the Expense module.

Users can choose a specific category for their expenses. Users can choose from a wide range of spending categories, such as Others, Travel & Accommodation, Gifts, and Communication. These categories are able to be made. Select the Expense Category option from the Configuration menu to add a new category.

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You may see every produced category on this page. The generated category name, internal reference, sales price, and cost information are also shown in this view. By choosing the New button, the user can create a new one.

By choosing the New button, the user can create a new one.

Accounting information like expense accounts, vendor taxes, and consumer taxes can be included in the product. If the user provides the Accounting information, these accounts will be affected when an expense is generated with this product. The account listed under the product category will be utilized if no specific account is specified here.

In the Invoicing area, the user can designate which foundation is utilized for product reimbursement. Here are the three options that are available. The first response is “No,” which indicates that the employee won’t get paid for these items. You may select the second option in the event that the reimbursement is contingent upon the product being supplied “At Cost.” If the user chooses the third option, Sales Price, an additional field will be added to the general data. The client will receive a new charge for the cost on the higher sales price.

You can add more notes by going to the Internal Notes tab.

Here, a new expense category named “Field Visit” was created, and its reinvoicing is dependent on its cost. The entire amount is increased by the $750 expense. The expense account has an addition. Save the category after that.

Let’s look at how expenses are created. To add a new expense for the employee, navigate to the My Expense page. From there, the user can add a cost to the designated category. To add a new expense, select the NEW option.

When creating the cost, the user must first provide a description of it. Choose the expense category after that. The quantity chosen in the chosen category will then cause the Total field to immediately update. Choose the employee who bears the expense. Date of establishment of the expense and the account that can be added to the transaction that was recorded. The employee can upload the expense report by selecting Attach Receipt.

Pay the Expense provides two options. The expense is either borne by the employee. In these cases, the client will be compensated by the cost. The second change comes at a cost to the company.

Contact us at  hello@jupical.com to schedule a DEMO on how to manage your expense easily with Odoo!