ExpenseTracker Pro - Complete User Guide

1. First Time Setup & Login

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⚠️ CRITICAL: Replit Account Required

You MUST create a Replit account to use ExpenseTracker Pro. This is not optional - the app uses Replit Auth for secure login.

Free account works perfectly! Visit replit.com to create your free account before using the app.

1

Create Your Replit Account

Visit replit.com
Click "Sign Up"
Choose any signup method (Google, GitHub, or email)
Complete the free account setup

2

Open ExpenseTracker Pro & Login

Launch the app from your device. You'll see the login screen. Click "Log in with Replit" to authenticate.

3

Complete Guided Onboarding

The app will guide you through:

Country Selection: Choose your home country (AU, US, GB, CA, DE, FR, NZ, ZA)
Business Profile: Enter your business/employer details
Category Setup: Select expense categories relevant to your work
Vehicle Registration: Add your vehicles for mileage tracking (optional)

💡 Smart Defaults

ExpenseTracker Pro auto-detects your country from your browser timezone and pre-fills currency, tax rates, and financial year dates. You can change these anytime in Settings.

2. Recording Expenses

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1

Capture Receipt Photo

Tap the + New Expense button
Use your camera to photograph the receipt
The app will automatically compress and optimise the image

2

Enter Expense Details

Fill in the expense information:

Date: When the expense occurred
Amount: Total cost (inc. tax)
Category: Type of expense
Description: Brief note about the purchase
Client/Employer: Who this expense is for

3

Tax Invoice Validation

For tax-deductible expenses, ensure your receipt includes:

Supplier's business name and Tax ID
Date of purchase
Total amount including tax
Description of goods/services

📱 Expense Entry Screen

💡 Pro Tip: Batch Entry

You can enter multiple expenses at once! Take photos of all your receipts, then fill in the details later when you have time.

3. Vehicle Mileage Tracking

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1

Add Your Vehicle

Go to Settings → Vehicles
Tap + Add Vehicle
Enter registration, make, and model

2

Choose Tracking Method

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Cents per KM

Simple rate × distance (limited to 5,000km/year in AU)

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Logbook Method

Track all vehicle use for accurate business % calculation

3

Log Each Trip

Tap Vehicle → New Trip
Enter start and end locations
Record distance travelled (km)
Add purpose and client

🚗 Car Trip Entry

📊 Vehicle Usage Summary Report

⚠️ Tax Office Requirements

Cents per km method: Limited to 5,000 km per year in Australia. Check your country's limits!

Logbook method: Requires detailed records of ALL vehicle use (business and personal) for minimum 12 weeks.

4. Generating Expense Reports

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1

Choose Report Type

ExpenseTracker Pro offers several report formats:

Monthly Claim: Submit to employer
Quarterly Summary: BAS/GST preparation
Annual Tax Summary: End of financial year
Custom Date Range: Any period you need

2

Filter and Export

Select date range
Filter by category, client, or vehicle
Choose export format: PDF or CSV
Email or download the report

📄 BAS Quarterly Report

💡 Business Entity Filtering

If you work for multiple employers or run multiple businesses, use the Business Entity Filter on all financial pages to view expenses separately for each entity. Perfect for contractors and multi-business owners!

5. Monthly Expense Claims

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1

Generate Monthly Claim

Go to Reports → Monthly Claim
Select the month
Review all expenses for the period
Generate PDF claim document

📋 Monthly Expense Reimbursement Claim

2

Submit to Employer

Your monthly claim includes:

Itemised list of all expenses
Receipt images available for verification
Category breakdowns
Vehicle mileage summary
Total amount claimable

Email the PDF directly from the app or download to submit via your company's expense system.

6. Annual Tax Summary

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1

Generate End of Financial Year Report

Navigate to Reports → Annual Summary
Select your financial year (auto-detected based on country)
Review the comprehensive breakdown
Export as PDF for your accountant

📊 Annual Tax Summary Report - Complete Example

Comprehensive tax preparation document showing all expenses, GST credits, and vehicle claims

Header Section: Total expenses, GST credits, and vehicle claims at a glance

Expense Categories: Detailed breakdown by category with GST amounts and transaction counts

Vehicle Usage & WFH Claims: Complete vehicle logbook records and Work From Home deductions

Complete Report: All sections combined in one comprehensive tax preparation document

2

What's Included in Your Annual Summary

Category Totals: All expenses grouped by type
GST/Tax Credits: Separate calculations (expense-only, never income)
Vehicle Deductions: Total km and cents-per-km claims
Quarterly Breakdown: See spending patterns over the year
Client Attribution: Track expenses per employer/client
Work From Home: ATO-compliant WFH expense calculations

⚠️ Important: Tax-Aligned Record Keeping

ExpenseTracker Pro helps you maintain tax-aligned records but does not provide tax advice.

Always consult with a qualified tax professional or accountant for:

Determining which expenses are tax-deductible in your situation
Correct tax treatment of specific categories
Compliance with your country's tax laws
Lodging your tax return

This app tracks expenses only - never income. Use the data to support your tax return preparation.

💡 Retention Requirements

Keep your records! Most countries require expense records to be retained for 5-7 years. ExpenseTracker Pro stores all your data securely, and you can export historical reports anytime.

📚 Quick Navigation