Expenses

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The Expenses module lets church staff track expenses and mileage for reimbursement. Expenses start as drafts and are submitted as a monthly PDF report via email when ready. Submitted expenses become read-only and are preserved for reference.

Adding Expenses

Click Add Mileage Expense to open the mileage entry form. Fill in:

Date — When the miles were driven. Defaults to today.
Line Item — Optional short category label (up to 10 characters) for grouping similar entries.
Miles — The number of miles driven.
Rate — The per-mile reimbursement rate. The default is the current standard mileage rate.
Notes — Optional description of the trip purpose (up to 500 characters).

The total is calculated automatically as Miles × Rate. Click Save Expense to add the entry as a draft.

Click Add Expense to open the other expense form. Fill in:

Date — When the expense was incurred. Defaults to today.
Line Item — Optional category label (up to 10 characters).
Reimbursable — Select Yes or No to indicate whether this expense should be reimbursed.
Amount — The expense amount.
Receipt — Optional. Upload an image or PDF of the receipt. Images are automatically compressed on upload.
Notes — Optional description (up to 500 characters).

Click Save Expense to add the entry as a draft.

Managing Draft Expenses

Draft expenses are displayed in a table grouped by month. Each entry shows the date, type (Mileage or Expense), line item, amount, reimbursability, notes, and a View link for the receipt if one was uploaded.

Click Edit next to any draft entry to open its form pre-populated with the current data. Make your changes and save. Click Delete to permanently remove the draft.

When you are ready to submit a month's expenses, click Submit Drafts for that month. A dialog appears asking for the email address the PDF report should be sent to, and an optional comments field you can include in the email.

NazTrack generates a PDF report containing all draft expenses for that month, including embedded receipt images and a total. The report is sent as an email attachment to the address you specify.

Once submitted, all expenses in that month are marked as submitted and become read-only. They can be reviewed in the submitted view by clicking View Submitted.

Submitted Expenses

Click View Submitted from the main expenses page to see all previously submitted expenses. Use the year selector dropdown to filter by year. Submitted expenses are displayed in the same table format as drafts but are read-only — they cannot be edited or deleted.

Click Back to Drafts to return to the main expense entry view.