Functional requirements of Expense Management System with non-functional

Functional Requirements

1. User Management
   • Allow users to register, log in, and manage their profiles, including personal information, contact details, and password management.
   • Provide functionality for different user roles (e.g., employees, managers, finance administrators) with appropriate permissions.
   • Implement role-based access control to ensure users can only access features relevant to their role.
2. Expense Submission
   • Allow users to submit expense reports, including details such as expense categories, amounts, dates, and descriptions.
   • Provide options for attaching receipts and supporting documents to expense entries.
   • Support multiple types of expenses, such as travel, meals, lodging, and office supplies.
3. Expense Approval Workflow
   • Implement an approval workflow for expense reports, including submission, review, and approval or rejection by designated managers or finance personnel.
   • Allow managers to review, approve, or request changes to submitted expenses.
   • Provide notifications and alerts for pending approvals, rejections, and updates.
4. Expense Reimbursement
   • Track and manage expense reimbursements, including payment processing and status updates.
   • Provide functionality for generating reimbursement requests and processing payments.
   • Integrate with payment systems for direct deposit or other reimbursement methods.
5. Expense Tracking and Reporting
   • Track and manage all expense-related activities, including submitted, approved, and reimbursed expenses.
   • Generate reports on expense categories, spending patterns, and budget adherence.
   • Provide customizable reporting tools to track expenses by department, project, or individual.
6. Budget Management
   • Allow organizations to set and manage budgets for different departments, projects, or categories.
   • Track expenses against budget limits and provide alerts for budget overruns.
   • Generate reports on budget utilization and variance analysis.
7. Policy Compliance
   • Implement functionality for setting and enforcing expense policies, including limits, approvals, and documentation requirements.
   • Provide tools for ensuring compliance with company policies and regulatory requirements.
   • Allow for periodic reviews and updates of expense policies.
8. Integration with Financial Systems
   • Integrate with accounting or ERP systems for seamless financial reporting and reconciliation.
   • Support data import and export functionalities for financial data exchange.
   • Synchronize expense data with financial systems for accurate accounting and budgeting.
9. Receipt Management
   • Allow users to upload and manage digital receipts, including OCR (Optical Character Recognition) for automatic data extraction.
   • Provide tools for categorizing, searching, and retrieving receipts.
   • Ensure receipt storage and retrieval are secure and compliant with data retention policies.
10. Mobile Access
    • Ensure the system is accessible and functional on mobile devices, including smartphones and tablets.
    • Provide a mobile app or a mobile-friendly interface for users to submit and manage expenses on the go.
11. Audit and Compliance
    • Maintain logs and audit trails of expense submissions, approvals, and reimbursements.
    • Provide tools for auditing expense reports and tracking compliance with expense policies.
    • Support compliance with financial regulations and internal controls.

Non-Functional Requirements

1. Performance
   • Ensure fast response times for expense submissions, approval processes, and report generation.
   • Handle high volumes of data and concurrent user activity efficiently.
2. Scalability
   • Support the addition of new features, users, and expense categories as the system grows.
   • Scale to accommodate increasing data volumes, user traffic, and organizational complexity.
3. Reliability
   • Ensure high system availability with minimal downtime, particularly during peak expense reporting periods.
   • Implement backup and recovery procedures to protect data and ensure business continuity.
4. Security
   • Protect user data and financial information with encryption, secure access controls, and regular security updates.
   • Implement measures to prevent unauthorized access, data breaches, and fraud.
   • Ensure secure handling of sensitive information, including receipts and reimbursement details.
5. Usability
   • Provide an intuitive and user-friendly interface for managing expenses, approvals, and reporting.
   • Ensure ease of navigation, data entry, and information retrieval for users with varying levels of technical expertise.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators and support personnel.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
   • Support different operating systems and platforms to ensure a consistent user experience.
8. Data Integrity
   • Ensure accuracy and consistency of expense data, including submissions, approvals, and reimbursements.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide comprehensive user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues, expense management, and user assistance.
10. Auditability
    • Maintain logs of system activity, user interactions, and expense transactions for auditing purposes.
    • Provide audit trails for expense submissions, approvals, and financial reconciliations.