Case Study
Track Your Expenses
Employee Expense Management Platform
Industry
Software Application
Product Type
Web & Mobile
Duration
6 Month
Year
2023
Project Overview
Track Your Expenses is a web and mobile platform that digitises employee expense management from end to end, allowing staff to submit and track expenses on the go while admins review, approve, and report on all expense activity from a central web dashboard, with clearly defined roles for system admins, company admins, and employees.
Business Challenges
Before Track Your Expenses, organisations typically faced:
- Paper-based, manual expense workflows with lost receipts and slow approvals
- Limited visibility of pending, approved, declined, and archived expenses
- Fragmented employee onboarding/offboarding across systems
- Inconsistent management of currencies, cost types, designations, card types, and companies
- Poor employee experience with no single place to submit and monitor expense status
Solutions
- Role-based Web Admin Portal: Secure admin login with dedicated web URL and credentials. Dashboard summary with applications waiting for review, total archived, declined applications, monthly expense graph, and filters by employee, company, expense type, and date range.
- Pending Expense Review & Control: Dedicated Pending List for all unreviewed expense applications. Filters by company, employee, payment method, and date range. Row actions to archive or decline individual applications with comments and bulk actions to archive or decline multiple applications. Export pending applications to Excel.
- Full Expense Archive & Filtering: “All Submitted Expenses” view for a complete archive. Flexible date-range filtering via calendar controls for month-end, quarter-end, or audit requests.
- Employee Lifecycle Management: Central Employee List for all users. Add/invite employees via “Add Employee” form (with email invitation and login details). Edit employee information from a single screen. Block/unblock and delete employees to maintain security and access hygiene.
- Configurable Master Data (Dropdown Management): Admin-configurable master data in Settings: Currency Types, Cost Types (e.g. travel, meals, accommodation), Designations (job titles and roles), Companies (entities and subsidiaries), and Card Types. Each master item can be added, saved, and deleted through simple forms and dropdown controls.
- Mobile Expense App for Employees: Employee login with username and password. Monthly summary showing total submitted, total archived, total pending, and total declined. Month selection via date control. Guided “Submit Expense” flow with options to save as draft or submit immediately.
- Employee Expense History & Self-Service: List of all expense applications raised by the employee with status-based tabs: Saved, Pending, Archived, Declined. Date range filtering using start and end date. Delete draft applications with confirmation, edit saved applications on a dedicated edit screen, and submit saved drafts with confirmation prompts.
- Card Management for Employees: Add new cards (card number, holder name, card type), view all saved cards, edit card details and save changes, and delete cards that are no longer in use.
- Password & Language Management: Admin password reset via email OTP and secure password update. Employee password setup/reset with OTP verification. In-app language switch (e.g. English to Dutch) from the settings menu.
Results & Outcome
This concise format highlights the key performance improvements clearly and impactfully.
End-to-end digital expense workflows on web and mobile
Faster approvals and fewer manual errors through dashboards, filters, and bulk actions
Better governance and data quality via centralised master data management
Improved transparency for employees who can track every expense and manage their cards themselves
Stronger security and compliance with role-based access and OTP-based password flows
Tech Stack
The Engine Behind LeaseDrop
Figma
UI/UX Design
Flutter (Android & iOS)
Mobile
Java APIs
Web Admin
Java (REST API & business logic)
Backend
PostgreSQL
Database
Empowering organisations with data-driven insights
Contacts
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