Keep every site expense connected to proof and review status.
The workbook provides a clear operating register for project expenses and a visible total, without presenting the sheet as an accounting, tax or payment system.
Built for: Site teams, project managers and finance reviewers
Know what you are downloading.
The workbook contains more guidance and fields; this table shows the record’s practical shape.
| Expense | Vendor | Amount | Proof | Status |
|---|---|---|---|---|
| EXP-001 · Local transport | City Logistics | ₹2,400 | RCPT-104 | Under review |
| EXP-002 · Small tools | Tool Centre | ₹3,850 | BILL-288 | Approved |
Every column has a job.
Adapt the wording when needed, but keep the reporting boundary and responsibility clear.
Expense identity
Date, expense ID, site and submitter.
Vendor and category
Use consistent vendor and operating category names.
Description and amount
State what was purchased or paid and enter a numeric amount.
Proof reference
Connect a receipt, bill or approved supporting record.
Review status
Use submitted, under review, approved, returned or rejected.
Reviewer note
Explain a return or exception without overwriting the submitted record.
A simple operating sequence
Start with the clean sheet and keep the completed example as a reference.
- 1
Record at the source
Enter the expense while the site and purpose are still clear.
- 2
Attach the reference
Use a stable proof identifier or controlled document location.
- 3
Review separately
Let an authorised person approve, return or reject with a reason.
- 4
Reconcile downstream
Use approved finance processes for accounting, tax and payment.
Review the record
- Every row has a site
- Amounts are numeric
- Proof references can be found
- Status is controlled
- Returns include reasons
- The total is not treated as an accounting balance
Understand the method and the connected workflow.
Use only complete, live resources.
Clear answers before you download.
The file is editable, direct and deliberately limited to an operating starting point.
Does the tracker calculate GST or tax?
No. Tax treatment depends on verified documents and authorised finance review outside this operating template.
Can staff use it for reimbursement claims?
It can collect the operating details, but entitlement, policy checks and payment require your approved process.
What does the total represent?
It sums entered amounts in the template. It is not a ledger balance or proof that every item is approved or paid.