Software package

Income expense tracker package

An income and expense tracker with categorised entries and receipt photos, bank statement import that learns your categorisation rules, recurring entries, simple budgets with alerts, a mileage log, period reports and a read-only accountant view with export, ready to configure around one business and its accounts.

Custom build Concept demo

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Who it is for

Built for

A good fit

Sole traders, partnerships and small limited companies with one set of books and a handful of bank and card accounts, where a spreadsheet and a drawer of receipts have become a quarterly ordeal, and the small bookkeeping services that run those books on their behalf. It suits the owner who photographs a receipt at the counter and wants to know mid-month how spending compares to plan, the bookkeeper who imports statements and clears the review list every week, and the accountant who wants a tidy period export rather than a shoebox.

Not the right fit

It is not for businesses that need double-entry accounting, stock, payroll or filing; those stay with an accounting platform and the tracker feeds it. It is also not for landlords or operators running many separate entities under one login with an approval step before entries count, which the custom service covers. Businesses that mainly need to raise quotes and invoices should look at the quote and invoice package instead.

The operational problem it solves

How it runs, step by step

A plumber buys fittings at the merchant on Tuesday morning, photographs the receipt in the van and taps the category; the entry is saved against his business card account with the photo attached.

His regular software subscription and van finance appeared on the first of the month as recurring entries, already categorised.
On Friday evening he imports the week’s statement file from his bank.
The import matches the merchant receipt to the card line, matches the two recurring items, places eleven more lines using the rules the tracker has learned, and leaves two for review: a new supplier and a transfer between his accounts.
He categorises both from the suggestions and saves the rule for the supplier.

The dashboard shows October so far: income received, spending by category, and the materials budget at four-fifths used with a fortnight to go, which is the alert he set.

A journey to a job on the far side of town is logged from the mileage screen with the purpose and distance at the rate he entered.
At quarter end his accountant logs in with read-only access, sees the period summary, opens the receipts behind the three largest items, downloads the export in the layout she asked for, and asks one question in the notes against a transfer.
Nothing has been calculated or filed on his behalf; the figures are his, the review is hers, and the drawer stays empty.

Features

What the package does

The package is organised as modules that follow money from the moment it is spent or received to the moment the accountant sees it: capture and categories, statement import and rules, recurring entries and budgets, mileage, reports, and the accountant view and export. Each module below lists what it does; the comparison table shows which package variant includes it.

Accounts and permissions

Income and expense entriesRecord income and expenses with categories, counterparties and receipt attachments.
Bank statement import with matchingImport statement files in the layouts we configure, with matching and rules that learn from your corrections.
Multiple accounts and currenciesKeep several accounts, each with its own currency.
Mileage logRecord journeys with purpose and distance, using a rate you enter.

Documents and cases

Receipt capture from a phone cameraPhotograph a receipt on your phone and attach it to the entry on the spot.

Workflow and tasks

Recurring entries with automatic matchingRegular payments are created automatically and matched to statement lines.

Reporting and insights

Budgets per category with alertsSet a simple budget per category and be alerted as spending approaches it.
Dashboard and category reportsPeriod summaries and category reports let you drill down to the entries behind a total.

Portal and access

Read-only accountant access and exportGive your accountant read-only access, or send them a spreadsheet export.

Integrations

Text extraction from receipt photographsA capture service reads details from receipt photographs to save typing.
Send period export to an accounting platformThe period export goes straight into your accounting platform.
Bank feed connectionTransactions arrive through a feed provider, where access is held for your bank.

Roles and permissions

Who does what

Owner
- Capture income and expenses with receipt photos from a phone
- Define categories, accounts, budgets and the mileage rate
- Read the dashboard and period reports with drill-down to entries
- Invite a bookkeeper or accountant and set what they can see
Bookkeeper
- Import statement files and clear the review queue
- Maintain categorisation rules and recurring entries
- Correct and annotate entries with a visible change history
- Prepare and send the period export
Accountant
- Read period summaries and category reports
- Open receipts and attachments behind any entry
- Download the export in the agreed layout
- Leave questions as notes against entries without changing them

Example screen

Concept demo

Concept demo of the income and expense tracker review queue showing matched, rule-categorised and unresolved statement lines.

The statement review queue as the bookkeeper sees it: imported lines matched to receipts and recurring entries, lines placed by rules, and two lines awaiting a category with suggested matches and a save-as-rule option.

Scope and options

What is included and what is extra

In the base package

Income and expense entries with categories, counterparties and receipt attachments
Receipt capture from a phone camera
Bank statement file import for configured layouts with matching and learning rules
Multiple accounts and a configurable currency per account
Recurring entries with automatic matching to statement lines
Simple budgets per category with alerts
Mileage log with purpose, distance and a business-entered rate
Dashboard, period summaries and category reports with drill-down
Read-only accountant access and a spreadsheet export

Common add-ons

Text extraction from receipt photographs through a capture service
Direct send of the period export into an accounting platform
Bank feed connection through a feed provider where access is held

Needs custom work

Many entities under one bookkeeper login with a review step before entries count
Export layouts per accountant or per entity
Approval workflows for spending above a limit

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Entries, categories, rules, attachments and reports can be exported at any time in standard formats, receipts are stored where you can retrieve them in bulk, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of imports, alerts and any accounting connection, backups, and a monthly window for small configuration changes such as a new bank layout, a changed category list or a new recurring entry. Larger changes are quoted as change requests against the original scope.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation, with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of accounts and bank layouts, the add-ons selected, the accounting platform or capture service to connect, how much history is migrated and whether you host it yourself. Your proposal states each line separately.

Software package

Custom build Concept demo

Variants

Business Software : quote for this variant

Income and expense entries with categories, counterparties and receipt attachments
Receipt capture from a phone camera
Bank statement file import for configured layouts with matching and learning rules
Multiple accounts and a configurable currency per account

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does statement import work?

You download the statement file from your bank and upload it. The tracker reads the layout configured for that account, matches lines to receipts and recurring entries, applies the rules it has learned and leaves the rest in a review queue. Rules are saved when you categorise a new counterparty.

Does it connect to my bank automatically?

File import is included. A live feed through a bank feed provider is an add-on that depends on the provider, your bank and the access you hold, so it is scoped in the proposal rather than assumed.

Will it work out my tax?

No. The tracker records, categorises and summarises. Tax, year-end accounts and any submission remain with your accountant and your accounting platform; the package gives them a clean export and read-only access, and the figures are your responsibility and theirs.

Can my accountant see my receipts?

Yes. With read-only access the accountant can open the attachment behind any entry, download the period export and leave a note against an entry, without being able to change anything.

What if I have money in more than one currency?

Each account carries its own currency set during configuration, and entries are recorded in the account currency. Reports show each account in its own currency; any conversion for accounts purposes is for your accountant.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our records, documents and reporting modules for each business, and the example on this page is a labelled concept demo rather than a live system.

I keep books for a dozen clients. Can I use one login for all of them?

The package is configured around one business and its accounts. Many entities under one bookkeeper login, with a review step before entries show to each client, is custom work handled through the custom expense tracking service.

Get a quote for Income expense tracker package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.