The Expense Claim That Takes Three Days to Process Because the Numbers Don't Match
The Sales Development Officer submits a fuel claim. The figure doesn't match the vehicle log kilometres. The Business Development Manager who authorised the visit can't remember the exact pickup point. The driver's Mobile No. doesn't match what's in the system. Finance sends it back. The SDO refills the form by memory, the numbers shift slightly, and it comes back again. Meanwhile the field team is floating expenses from their own accounts on a housing salary.
This template runs the entire cycle — from pickup time to expense settlement — as a single record.
Personnel and Vehicle: Who Was in the Car and Why
SDO Name, BDM Name, SM Name, ME Name — Sales Development Officer, Business Development Manager, Sales Manager, Marketing Executive. Four named role fields with multichoice dropdowns tied to an approved personnel list. When the record is created, accountability is established immediately: two people's names against one site visit means two people can be questioned if the buyer data doesn't materialise or the expenses look inconsistent with the route.
Vehicle Type, Vehicle No., Driver Name, Driver Mobile No. — the vehicle chain that the fuel expenses must match. Starting KM and Closing KM feed a calculated Kilometres Travelled field. If the fuel bill photo shows a fill-up that implies 40 more kilometres than the odometer delta, that discrepancy is visible in the same record as the bill image. It doesn't have to be caught in a review meeting two weeks later.
The Buyer Record Inside the Operations Log
Buyer Name, No. of Persons, Buyer Status, Plot No., Plot Sqft. A CRM stub embedded in the visit report. When the SDO returns from a site visit, the buyer qualification is captured in the same record as the logistics data — not in a separate CRM that may or may not get updated, not in a WhatsApp message to the BDM. Buyer Status (a multichoice field) tracks whether the contact is cold, interested, serious, or converted. Plot No. and Plot Sqft anchor the interest to a specific inventory item.
Expense Arithmetic That Does Its Own Math
Fuel Expenses, Food Expenses, Toll Expenses, Advance Received. Three cost fields and one advance field. Total Expenses is calculated. Have to Claim from Company and Have to Refund to Company are the two outcome calculations — one fires when expenses exceed the advance, one fires when the advance exceeded actual spend. The field team submits the record and the finance team sees immediately whether a payment is owed to the SDO or a refund is owed to the company.
Fuel Bill, Food Bill, Toll Bill — three image slots for receipt photos captured on the day. Outstanding Status and SVR Status track where the record sits in the approval queue. Submitted on records the date of formal submission. Data Filled Status flags whether the record is complete. The entire expense lifecycle — from driver pickup to finance settlement — runs through one template.