Documentation

Axpense tracks business and personal expenses. Data is saved on your device first and syncs to the cloud when you are online.

Step-by-step

1. Register — Create an account with your email and password.
2. Create or join a company — Either create a new company (you become the admin) or ask your admin for the 12-character invite code to join an existing one.
3. Add your first expense — Go to the Expenses tab, click "Add Expense", fill in the details, and optionally attach a receipt photo or PDF.

Registration options

When you first register, you have two options:

• Create a Company: If you're setting up a new company, create one and become the company admin.
• Join a Company: If your company already exists, ask your admin for the 12-character invite code to join.

Track all your business expenses in one place. Each expense can include:

• Amount & currency — many ISO currencies; common ones appear first in the list
• Vendor — who you paid
• Category, project, department — organize and filter spending
• Description & date
• Receipt — photo or PDF (pick one page from a PDF)
• Company credit card — optional; may apply a company majoration % in base currency

The add/edit form opens in a scrollable panel so long forms are easy on mobile. Filter the expense list by date, category, project, or department.

Categories help organize your expenses. Categories are company-wide, meaning all employees in your company can use them.

Company Admins: Can create, edit, and delete company categories. These categories are available to all company members.

Regular Employees: Can view and use company categories when creating expenses, but cannot create, edit, or delete them.

Departments allow you to track expenses by organizational units. Like categories, departments are company-wide.

Company Admins: Can create, edit, and delete departments for the company.

Regular Employees: Can view and assign expenses to departments but cannot create, edit, or delete them.

Projects help you track expenses for specific initiatives, clients, or activities. You can create both personal and company projects.

Personal projects: Each user creates and manages their own projects. Use status "Refund Request Sent" when you've submitted a reimbursement request, and "Refunded" when it's been paid.

Company projects: Mark a project as "company" for expense declaration workflows. Use "Declared" when expenses have been submitted for company accounting or reimbursement.

You can create, edit, and delete your own projects. Link expenses to projects to track spending by project and generate project-specific PDF reports.

Project budget: Optional total budget; the bar turns yellow at 100% or more of that budget.

Totals on project cards are shown in the project currency. Amounts in other currencies are converted when a saved rate exists (from when the expense was saved online).

Company Admins have access to company management features:

• View and edit company information (name, description, currency)
• Upload company logo
• View and regenerate 12-character invite codes for new employees
• Manage company-wide categories and departments
• Archive or delete employees: Archived employees lose access but can be restored; deleted employees are permanently removed from the company
• Manage subscription and payment

Regular Employees can view company information (name, description, currency), categories, and departments, but cannot modify company settings or manage employees.

Open Settings from the dashboard.

All users: gamification (badges when submitting company expenses).

Company admins can configure:

• PDF accent color and minimum amount for per-expense PDFs
• PDF mode: Individual (summary + one PDF per expense) or Combined (single report)
• Excel export on/off and column layout for company and personal projects
• Company-wide Excel — bulk export of all members' company expenses (layout can include an empty spacer column)
• Proof thresholds — suggest a receipt above a set amount (company / personal)
• Credit card majoration % for company card expenses
• Whether non-admin members may export company projects

The Reports & Analytics tab gives you an overview of your spending:

• Last 12 months: Total expenses over the past year
• Last month: Total expenses over the past 30 days
• Export: PDF (and Excel if enabled) by date range and optional project — requires an internet connection.

After you open the app once while online, you can use it offline: add and edit expenses, projects, and settings. Changes sync automatically when you reconnect.

Works offline:

• View and edit your data
• Add expenses with receipts (stored on device until sync)
• Change settings (queued for sync)

Needs internet:

• Login and first-time setup
• PDF and Excel export
• Live currency preview when adding an expense in another currency

Currency: Saving an expense online stores exchange rates for reports. Offline, project totals use those saved rates when possible; otherwise some amounts may be excluded from the total until you are back online.

Export from the Reports tab or from a project menu. You need to be online.

• Filter by date range and optional project
• PDF includes details, totals, and breakdowns by category and department
• Excel (if enabled by your admin) uses the column layout configured in Settings
• Admins can run a company-wide Excel export of all members' company expenses

Axpense uses a subscription model based on the number of users in your company:

• €24 per user per year (€2/month)
• 30-day free trial (no credit card required)
• Payment processed securely through PayPal
• Company admins manage subscription and payment

All employees in a company share the same subscription. The company admin is responsible for payment.

Your data security is our priority:

• All data is encrypted in transit and at rest
• Firebase Authentication ensures secure access
• Users can only access their own expenses
• Company admins can manage company settings but cannot view individual employee expenses
• Receipt images are securely stored in Firebase Storage