Expense Tracking

Quick Answer: Expense Tracking

Expenses Manager is where staff and finance record spending in Alignmint fund accounting. Submit direct expenses or approved reimbursements with vendor, category, fund, receipt, and purpose; managers approve pending items, then finance batch-pays with one compound journal entry per fund. Recode miscategorized lines on pending, approved, or paid items when auditors find coding errors. Receipt upload reads vendor, amount, and date automatically so teams spend less time on data entry.

Open Fund Accounting → Expenses. Fund users often submit through Reimbursements; parent org finance sees the combined queue. Paid batches link back to receipt files in the General Ledger drawer. Fund accounting requires Plus or higher. For vendor invoices with due dates and A/P, use Bills Manager on Hybrid or Accrual basis.

Vendor-link warnings at approve and pay time help 1099 prep—confirm payee names before batch check runs close the month.

Purpose linking on each line feeds Fundraiser Ledger when you need campaign-level spend visibility for the board.

Expense Tracking

Every approved and paid expense posts balanced journal entries so reports update immediately. Purpose linking feeds Fundraiser Ledger campaign views.

What You Can Do

• Approve, reject, or batch-pay pending and approved expenses
• Attach receipts; scan images for automatic field extraction
• Assign vendor, expense account, fund, and purpose on each line
• Recode expense category and update paid journal entries when matched
• Filter tabs by fund: Pending, Approved, Paid

Common Tasks

Pay approved reimbursements by check run

1. Open Fund Accounting → Expenses and review the Approved tab.
2. Select rows and choose Pay Selected; enter check number and payment date.
3. Confirm the batch posts one debit per expense and one bank credit per fund.

Fix a miscoded paid expense

1. Open the paid row and use Recode to change the expense account.
2. Verify the linked journal entry updated in General Ledger.

Good to Know

Quick Entry in the ledger does not create expense rows with vendor tracking—use Expenses for operational payables. Foreign currency entry is covered in Multi-Currency Expenses (Pro+).

Related guides

• Receipt Scanning
• Reimbursements
• Bills Manager
• Fundraiser Ledger