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Recording Expenses (Ledger)

The Ledger module (/ledger) acts as your company's digital cashbook and financial journal. Whether paying for municipal plan approval fees, hiring a mobile crane, buying diesel for an on-site excavator, or disbursing subcontractor labor advances, recording every cash movement in the Ledger keeps your project budgets truthful.

General Ledger Transactions Table

How to Record an Expense (Step-by-Step)

  1. Click Ledger in the left sidebar menu.
  2. Click the blue New entry button in the top action bar.
  3. Complete the transaction entry:
  4. Type: Choose Expense for money going out (or Income for miscellaneous site income like scrap sales).
  5. Date: The date the payment cleared or voucher was signed.
  6. Category: Select the transaction classification:
    • Client Payment / Advance (Money received from or advanced to a client)
    • Materials (Direct local purchases of hardware, binding wire, admixtures)
    • Labour (Piece-rate masonry, bar bending, shuttering labor)
    • Equipment (Crane, excavator, transit mixer hiring charges)
    • Transport (Diesel for generator sets, tipper truck freight)
    • Subcontract (Payments to subcontracted trades)
    • Permits & Fees (Municipal sanction, environmental clearances, labor cess)
    • Other (Anything that doesn't fit the categories above)
  7. Amount (₹): The transaction value in Rupees (e.g., 45000.00 for ₹45,000).
  8. Project: Select which project this transaction belongs to. Every ledger entry is currently tied to a project.
  9. Description: Plain explanation (e.g., Town planning sanction fee paid to BBMP) — record the bill number, voucher ID, or bank UTR here since there is no separate reference field.
  10. Click Create.

Automatic Financial Impacts in Planmaster

Recording an expense triggers real-time updates across the platform:

  1. Project Budget Variance: If linked to a project, the expense is immediately booked under that site's Finance tab. The Total Spent increases and the remaining Budget Variance recalculates automatically.
  2. Dashboard Net Cashflow: The company's net cashflow on the home screen (/dashboard) updates instantly ($\text{Net Cashflow} = \text{Total Inflow} - \text{Total Outflow}$).
  3. Audit Ready: When your statutory auditor or chartered accountant reviews quarterly accounts, all voucher numbers, projects, categories, and dates are already structured for one-click audit verification.