💸 General Expenses
Overview
viggoVet introduces a unique expense tracking module—the first of its kind in veterinary PMS. Unlike standard purchase tracking for reselling items, this feature allows clinics to track general and petty cash expenses, ensuring accurate financial management.
By integrating seamlessly with major accounting software like QuickBooks, Zoho Books, and Xero, clinics can eliminate the need for manual petty cash sheets and streamline their expense reporting.
Types of Expenses
viggoVet categorizes expenses into two primary types:
| Expense Type | Description |
|---|---|
| Normal Expenses | Day-to-day operational expenses such as office supplies, water, cleaning services, and other non-resale purchases. These expenses are accessible to admin staff for transparency. |
| Managerial Expenses | High-level expenses like staff salaries, rent, and utilities, which are only visible to managers and authorized personnel. Ensures financial confidentiality while keeping records accessible to the clinic’s accounting team. |
Expense List Page
The Expense List Page provides a detailed overview of all recorded expenses, categorized and filtered by:
- Normal & Managerial Expenses
- Payment Methods (Cash, Credit Card, Bank Transfer, etc.)
- Expense Categories (Office Supplies, Maintenance, etc.)
- Created By (Tracks which staff member recorded the expense)
- Expense Date
Key Features:
- Search & Filter: Quickly locate specific expenses using search and filter tools.
- Hover for Expense Details: Each expense has an eye icon, allowing users to hover and view a brief description.
- Action Buttons: Edit or delete recorded expenses with ease.
- Full Audit Trail: Tracks who entered or modified an expense for complete financial transparency.
Recording a New Expense
To log a new expense, follow these steps:
- Go to Expenses in the side menu.
- Click Add Expense.
- Enter the Payee (supplier or vendor name).
- Select the Expense Category (Office Supplies, Maintenance, Rent, etc.).
- Enter the Amount spent.
- Choose the Payment Method (Cash, Credit Card, Bank Transfer, etc.).
- Set the Expense Date (when the expense was incurred).
- Add a Description (e.g., "A4 paper for printer").
- (Optional) Toggle Managerial Expense if the entry should be restricted to managers.
- Click Submit to save the expense record.
Why This Feature is a Game-Changer
- Eliminates financial discrepancies with a transparent audit trail.
- Ensures complete accountability for all clinic expenses.
- Integrated with accounting software for seamless financial reporting.
- Enhances managerial oversight while maintaining confidentiality.
With viggoVet’s expense management, veterinary clinics can now achieve better financial control, eliminate manual tracking, and improve their overall accounting workflow.