Categorised expense posting
Every expense is posted against a category, so spend can be read by what it was for.
Where the money leaves the business — captured, categorised, and approved.
Farexa Expenses records spend with its category and receipt, routes it for approval, and manages petty cash as real floats with cash counts — so day-to-day outgoings are on the record, not in a shoebox of receipts.
Revenue gets all the software; the money going out often gets a spreadsheet and an envelope of receipts. That's where leakage lives. Farexa Expenses captures spend as it happens: an expense is posted against a category, its receipt attached, and routed for approval, so the cost has an owner, a reason, and evidence before it's ever reimbursed or reconciled.
Petty cash is handled as what it actually is — a float that has to balance. Cash floats are set up, small movements posted against them, and cash counts close a period against the float, so the till of cash is reconciled rather than trusted. Costs that belong to something specific, like fuel against a vehicle, can reference it, so spend can be read by where it went and not just what it was.
Because expenses post to the ledger with their category and tax treatment intact, the spend an owner reviews, the approval a manager gives, and the cost the accountant sees are the same record. It's the capture layer that keeps the finance picture honest — the counterpart to the sales side, feeding the same books.
Key features
What the spend capture covers.
Receipt attachments
Attach the receipt to the expense, so the evidence travels with the cost.
Approval routing
Expenses route for approval, so a cost has a sign-off before it's reimbursed.
Petty cash floats
Set up cash floats and post small movements against them, rather than tracking cash on paper.
Cash counts that reconcile
Close a petty cash period with a cash count against the float, so the cash actually balances.
Cost references
Reference what a cost belongs to — like fuel against a vehicle — so spend reads by where it went.
Posts to the ledger
Expenses post to accounts with category and tax treatment intact, so finance sees the same record.
Export-ready lists
Filter and export spend for review, ageing, and petty cash reconciliation.
How it works
From category setup to posted cost.
01
Set up categories and floats. Define expense categories and set up the petty cash floats teams draw on.
02
Capture the spend. Post an expense against its category, attach the receipt, and reference what it belongs to.
03
Route for approval. Send the expense for approval so a cost is signed off before it's reimbursed.
04
Reconcile petty cash. Post cash movements against the float and close the period with a cash count that balances.
05
Post and review. Expenses post to the ledger, and spend, ageing, and petty cash reconciliation are there to review and export.
Who it's for
Who captures spend here.
- Businesses with field and site spend — Fuel, materials, and site costs captured with evidence against a category.
- Any team running petty cash — Floats and cash counts that reconcile instead of a drawer nobody balances.
- Fleet and logistics operators — Vehicle-referenced costs so fuel and maintenance spend reads per vehicle.
- Managers and accountants — Managers approve; accountants get spend that's already categorised and posted.
Works with
Where the money-out connects.
- Accounting — Expenses post to the ledger with category and tax treatment.
- Finance — Spend feeds the budget-versus-actual and cash-flow picture.
- Fleet — Fuel and vehicle costs reference the vehicle they belong to.
- Procurement — Purchasing and expenses together cover money going out.
- Analytics — Spend and petty cash reporting, exported for review.
FAQ
What finance teams ask about spend.
How is petty cash handled?
As a float that has to balance. You set up cash floats, post small movements against them, and close a period with a cash count against the float — so the cash is reconciled rather than trusted to a paper log.
Can we attach receipts to expenses?
Yes. A receipt attaches to the expense, so the evidence travels with the cost through approval and into the ledger, rather than living in a separate envelope.
Do expenses need approval?
Yes. Expenses route for approval, so a cost has an owner and a sign-off before it's reimbursed or reconciled.
Can costs be tied to a vehicle or project?
Yes. An expense can reference what it belongs to — such as fuel against a specific vehicle — so spend reads by where it went, not just what category it was.
Does expense data reach the accounts?
Yes. Expenses post to the ledger with their category and tax treatment intact, so the spend an owner reviews and the cost the accountant sees are the same record.
Get your outgoings onto the record.
Book a walkthrough with your own categories and petty cash floats, and see spend captured, approved, and reconciled.