Expense Tracking

Track Every Dollar Out

The Expenses Manager is where you record, categorize, and approve all spending for your organization. Every expense you log automatically creates the right journal entry, updates your reports, and links to the correct vendor—so your books stay accurate without extra work.

Recording Expenses

1. Go to Accounting → Expenses
2. Click "New Expense"
3. Enter the vendor (or create a new one), amount, date, and expense account
4. Assign to a fund or program for proper fund accounting
5. Attach receipts, invoices, or other documentation
6. Add a memo or description
7. Submit for approval (if your organization requires it) or save directly

Approval Workflows

Configure approval rules so expenses above a certain amount or in certain categories require sign-off before they're posted:

• Threshold-Based: Expenses under $100 auto-approve; above $100 requires manager approval
• Category-Based: Travel expenses always require approval regardless of amount
• Notifications: Approvers get in-app and email notifications when an expense needs their review

Automatic Accounting

When an expense is posted, Alignmint automatically creates the journal entry (Debit Expense Account, Credit Cash or Accounts Payable), updates the vendor's transaction history, and reflects the expense in all financial reports.

Multi-Currency Support

If your team travels or works with international vendors, you can submit expenses in 10 foreign currencies. Alignmint converts them to USD automatically using current exchange rates.

Receipt Scanning

Snap a photo of any receipt and AI extracts the vendor, amount, date, and line items. Review the extracted data and save as an expense with one click. See the Receipt Scanning docs page for details.