Savetime Calculator allows you to record and monitor your institution’s expenses separately from the payments you receive from clients.

The Expenses page is useful for keeping a record of money spent by your institution and for reviewing how much has been spent during a particular period.

For example, a school may record expenses such as food, stationery, and salaries, while an estate may record maintenance, security, or other operating expenses.

Go to Expenses

From the Client Accounts page, click:

Expenses

This opens the institutional expense page where you can enter and review your expense records.

Enter an Expense

When recording an expense, provide the required information, including:

• Category
• Description
• Amount
• Date
• Any other required details shown on the page

Make sure the information accurately describes what the money was spent on.

Choose an Expense Category

Every expense should have an appropriate Category.

The category provides a broad classification for the expense and makes it easier to review your spending later.

For example, a school could use categories such as:

• Food
• Stationery
• Salaries
• Transport
• Maintenance

Choose categories that make sense for the way your institution manages its expenses.

Add a Description

The Description provides more specific information about the expense.

For example, if the category is Food, descriptions could include:

• Beans
• Milk
• Sugar
• Rice
• Vegetables

If the category is Stationery, descriptions could include:

• Exercise books
• Pens
• Printing
• Paper

Using a clear description makes your expense records easier to understand later.

Record the Expense

After entering the required information, click:

Record Expense

The expense will then appear in the expense records on the page.

Continue recording expenses as they occur so that your institution’s records remain up to date.

Reviewing Your Expenses

The Expenses page also allows you to review the expenses you have recorded.

If you want to find out how much your institution spent during a particular period, use the available date filtering options.

For example, you may want to review:

• Expenses for a particular month
• Expenses during a school term
• Expenses within a specific date range
• Spending under a particular type of expense

The filtered records can help you understand how much has been spent during the period you are reviewing.

Example: School Expenses

Suppose a school wants to keep track of its food expenditure.

The administrator could record:

Later, the administrator can filter the expense records to review the school’s food expenditure for a particular period.

The same approach can be used for other categories such as stationery, salaries, maintenance, or transport.

Why Record Expenses?

Keeping expense records helps your institution maintain a clearer picture of where its money is being spent.

It can help you:

• Keep an organized record of institutional spending
• Review expenses over a particular period
• Identify how much has been spent on different categories
• Support your institution’s financial reporting
• Keep your records together with your other institutional financial information

Keep Your Entries Accurate

When recording an expense, take care to enter the correct:

• Category
• Description
• Amount
• Date

Accurate entries will make your expense records more useful when you review them later and when you view your institutional financial reports.

What’s Next?

Once you have recorded your institutional expenses, you can continue using the other features under Client Accounts to manage your institution’s finances and review your financial information.

For information about entering the figures your institution already had before you started using Savetime, see Setting Up Your Starting Balances.