Track Staff Advances and Reported Expenses Together
When staff advances sit in one file and expense claims in another, working out the remaining balance means comparing entries by hand. I can turn your Excel or Google Sheets process into a custom web app that shows advances, approved expenses and repayments together for each employee.
From an advance to a settled balance
An advance starts as a payment to an employee. The employee submits an expense; a reviewer checks the receipt and explanation, then accepts it or requests a correction. Pending claims remain separate from approved expenses. At the end of the period, the screen reconciles the advance, accepted costs and money returned. Earlier balances stay visible when another advance is opened.
Try the first version with one employee account
I start with employee selection, advance entries, expense status and a balance screen to put a focused working version in your hands quickly. We test overlapping advances and cases where someone spends more than they received. Dates, supporting documents and correction reasons stay attached to the relevant movements, with a period export for your finance team.
Frequently Asked Questions
What if approved expenses exceed the advance?
The difference appears separately. We agree whether it represents money due to the employee or a balance carried into the next period.
Should an incorrect expense be deleted?
An approved movement can be corrected or reversed with an explanation rather than silently removed, so the reason for a balance change remains traceable.
Discuss your workflow
Describe your workflow on the contact page. Explore other examples of custom web apps for your team.
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How do I work?
Work-hour packages
Tell me about your website and what you need on WhatsApp or by phone; we agree on a work block of somewhere between 5 and 40 hours and I start doing what is needed. What you get is not a calendar window — it is net working hours spent directly on your business. I can use 40 hours working three days straight, or deliberately spread it out and finish it over a year — whatever the work calls for. I do not spend my time estimating how long something will take, I spend it doing the work; every hour I spend has a lasting result on your site. We keep going for as long as you find it useful.
Why not monthly?
Is 40 hours a week?
On a fixed monthly fee both sides are watching the wrong thing: you watch a fixed cost, the other side watches how many more contracts like this they can line up. Working by the hour puts us both in front of the same thing — the real value of the work that got done. I know not having an upfront answer to "how much will this cost in total?" is the natural cost of this model. But instead of paying a fixed fee for months to a setup that is not producing results, you only pay for the qualified time spent on your work — and you see exactly where that time went, start to finish. That is why my clients keep coming back.