ExpenseHub

ExpenseHub is the expense reporting system for Cheeseman employees with company cards. The administrator imports the card statement CSV each month; the preview shows which cards matched a user and which auto-coding rules fired, and rules can be created on the spot. The import creates one report per employee, assigns each transaction by card number, and applies the employee’s home cost center. Employees then code each expense with a category, cost center, and CIS link, attach receipts by drag and drop, add out-of-pocket or mileage expenses, and submit. Approvers approve or reject with notes, and approved reports cascade to the administrator for final approval.

Once approved, reimbursable items export to a payroll CSV and the full set of expenses exports as AP bills written directly into TruckMate over ODBC, with a preview and a history of past exports. Gmail notifications go out on submit, approve, and reject, and a scheduled reminder job nags about reports coming due, skipping weekends.

Other things it does:

• Auto-coding rules match on merchant text or merchant category code, with amount ranges and employee type conditions, company-wide or per user, and can split one charge across several categories by percentage or amount.
• Card transactions under a set amount get a generated eReceipt attached, so small charges do not need a paper receipt.
• Mileage expenses use the IRS and reduced rate table by year and can attach a route map PDF built from Google Maps.
• Draft reports can be merged, and expenses re-coded in bulk.
• The users and cards, categories, cost centers, CIS links, and mileage rate tables all import from CSV.

It started as an Electron desktop client and is now served to the browser from the same Express server on APP11, with login and per-role access.