/ MODULE 14-EXPENSE MANAGEMENT
Expense management with approval workflows.
Record every expense your institute makes, send it through an approval workflow before it is accepted, and see spending next to fee collections in your reports.
/ THE PROBLEM
Bills in a drawer and approvals by phone call.
Day-to-day spending on repairs, events, stationery and utilities is paid from petty cash or by bank transfer, with bills stuffed in a file. Approvals happen verbally, so there is no record of who signed off. At month end, the accountant tries to match bills to payments, and management has little visibility into where the money went.
/ THE SOLUTION
Every expense recorded and approved before it counts.
In VegaEdu staff record an expense with its category, amount and supporting bill. The entry goes to the approver set in your workflow, such as the principal or admin, who approves or rejects it. Approved expenses appear in reports so management can compare spending with fee collections. Expense categories are set by the admin, so spending on repairs, events, utilities, transport and stationery is grouped the way your management wants to see it. Rejected entries stay on record with their status, so nothing disappears from the history.
/ CAPABILITIES
Everything you need, nothing you don't.
/ OUTCOMES
What changes from week one.
/ HOW IT WORKS
How it works
- STEP 01
Set categories and approvers
Create expense categories and decide who approves expenses.
- STEP 02
Record the expense
Staff enter the expense and attach the bill.
- STEP 03
Approve or reject
The approver reviews the entry and accepts or rejects it.
- STEP 04
Review spending
Management and principal see approved expenses in reports.
/ WHO USES IT
Each role sees only its part.
- Office staff - record expenses and attach bills
- Operations manager - record and track operational spending
- Principal - approve or reject expenses
- Admin - set categories and approval workflows
- Management - read-only view of spending reports
/ ON THE MOBILE APP
Works from the phone in your pocket.
- Approvers review and approve expenses from the phone
- Staff check the status of expenses they submitted
- Management views spending summaries on mobile
/ FAQ
Frequently asked questions
Yes. Expenses go through an approval workflow, and only approved expenses count in reports.
/ RELATED
Your institution, live on VegaEdu today.
How you go live
- Create your account and portal address
- Import students and staff from Excel or CSV
- Invite staff, teachers and parents to the app
- Collect fees at the counter by UPI QR, cash or card
- Switch on online fee payments (our team sets up Razorpay with you)
- Get help with migration whenever you need it