Enter and get approval
An expense is entered on a single page: category, details, amounts and supporting documents. It saves itself as a draft until it is confirmed. It then goes through the school's approval workflow, with its levels and thresholds: each approver sees it in their queue, approves it or rejects it with a reason, and the people concerned are notified. The expense register gathers all of the year's expenses, with filters, export and life cycle.
Pay with proof, from the cash desk or an account
Approved expenses are paid in full or in part, from the expense cash desk or an account, with proof and a payment voucher. The expense cash desk has its holder, limits, top-ups and cash counts. Money given to a staff member before a purchase becomes an advance to be justified with invoices, with any balance returned. Refunds to parents, payments to third parties of money collected for them and payments to the CNPS or the State of what payroll withheld also become expenses.
Plan ahead: recurring bills, payables and cash
Rent, electricity or a subscription come back every month: the expense is prepared as a draft at each due date, then checked and submitted. The payables schedule ranks invoices due by date and produces the payment order to hand to the bank. The cash forecast covers the next 12 weeks: what the school holds, what it must pay and what families still owe. Supplier contracts keep their dates and document, with a reminder before they expire.