How do I set up the Expense Manager in Stayflexi?

Below is the step-by-step guide to setting up Expense manager in Stayflexi:

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1. Log in to Stayflexi
   • Log into your Stayflexi account with your credentials.
   • Once logged in, click on the More Apps icon (represented by four blocks) in the top right corner.
   • From the dropdown menu, select Expense Manager (as shown in Image 1).
2. Set Up Expense Categories
   • Before logging any expenses, you need to define your expense categories. These categories will help you track where your money is going.
   • Go to the “Configuration” Section:
     • From the left-hand menu, expand the Configuration section and click on Configure Expense (as shown in Image 2).
   • Create an Expense Category:
     • Click the Create Expense button(as shown in Image 2).
     • A pop-up will appear where you need to enter the name of the expense category (e.g., “Housekeeping”, “Repairs”, “Food & Beverage”, etc.).
   • Save the Expense:
     • Once you have entered the expense name, click Save.
     • Repeat this step to create multiple categories for the various types of expenses your property might have.
3. Set Up Withdrawal Categories:
   • To track cash withdrawals (e.g., petty cash or emergency cash outs), you need to set up specific categories for withdrawals.
   • Go to “Configure Withdrawal”:
     • Again, under the Configuration section, click on Configure Withdrawal (as shown in Image 3).
   • Create Withdrawal Categories:
     • Just like with expenses, click the option to Create Withdrawal and input the type of withdrawal (e.g., “Daily Wages”, “Vendor Payments”, etc.).
   • Save the Withdrawal:
     • Click Save to store the new category for future use.
4. Set Up Cash Top-Up Categories (as shown in Image 4):
   • If you frequently add cash to your property’s cash drawer or safe, it’s important to categorize these top-ups.
   • Go to “Configure Top-Up”:
     • Under the Configuration section, select Configure Top-Up.
   • Create Top-Up Categories:
     • Define different types of top-ups, like “Morning Cash Load” or “Emergency Top-Up”.
     • Add the name in the pop-up and click Save.
5. Set Up Employee Roles(as shown in Image 5):
   • To track which employees are responsible for certain financial actions, you can configure employee roles in the system.
   • Go to “Configure Employee”:
     • Under Configuration, click Configure Employee.
   • Add Employees:
     • Assign employees who will be involved in expense management by clicking on the Create employee button. This ensures accountability and helps track who logs expenses, withdrawals, and top-ups.
6. Add and Track Expenses (as shown in Image 6):
   • Now that your categories are set up, you can start logging expenses.
   • Navigate to Add Expense:
     • From the left-hand menu, click Add Expense.
   • Select an Expense Category:
     • Choose from the categories you created earlier (e.g., Housekeeping, Repairs, etc.).
   • Enter Expense Details:
     • Enter the amount, date, and any additional notes for the expense.
   • Save the Expense:
     • Click Save to log the expense.
7. Log Withdrawals (as shown in Image 7):
   • For any cash withdrawals, follow these steps:
   • Go to Add Withdrawal:
     • Click on Add Withdrawal from the left-hand menu.
   • Select a Withdrawal Category:
     • Choose a withdrawal type from the list you set up earlier.
   • Enter Withdrawal Details:
     • Input the amount, date, and any relevant notes.
   • Save the Withdrawal:
     • Click Save to record the withdrawal.
8. Log Cash Top-Ups(as shown in Image 8):
   • To keep your property’s cash flow steady, you may need to log top-ups.
   • Navigate to Add Top-Up:
     • Select Add Top-Up from the left-hand menu.
   • Select a Top-Up Category:
     • Choose a top-up category (e.g., Morning Cash Load).
   • Enter Top-Up Details:
     • Add the top-up amount and any necessary notes.
   • Save the Top-Up:
     • Once complete, click Save to record the cash addition.

By following these steps, you can successfully set up the Expense Manager in Stayflexi. This setup allows you to efficiently track and manage all daily expenses, withdrawals, and cash top-ups, providing better financial control over your property.