Software Requirements Specifications -

1.0 Introduction -
In today's fast-paced world, keeping track of our expenses and incomes
can sometimes feel overwhelming. That's where the Expense Management
System comes in! It's like having a personal assistant for your finances, making
it easier to stay on top of where your money goes. This system is designed to
be super user-friendly, so you don't need to be a financial expert to use it. With
just a few clicks, you can record your expenses and incomes, categorize them
into groups like groceries, bills, or entertainment, and see everything neatly
organized in one place.
No more worrying about forgetting to write down that coffee you bought
or losing track of your monthly bills. The Expense Management System helps
you stay organized and in control of your money.
Plus, it's not just about tracking expenses – you can also visualize your
spending habits with easy-to-understand charts and graphs. This way, you can
identify areas where you might be overspending and make smarter financial
decisions.
In this report, we'll take a closer look at how the Expense Management System
works, its key features, and how it can help you manage your finances more
effectively. So, let's dive in and discover how this handy tool can make
managing your money a breeze!

1.1 Background -
The Expense Management System was created to help people better
manage their money. Many of us struggle to keep track of where our money
goes each month, which can lead to stress and uncertainty. This system aims to
solve that problem by providing an easy-to-use tool for recording expenses and
incomes. With just a few clicks, users can see exactly how much they're
spending and where they can cut back. By visualizing their spending habits,
users can make smarter decisions about their finances and feel more in control
of their money.
1.2 Significance of the Project -
The 'Expense Management System' aims to bridge the gap between
financial complexity and user-friendly management. By offering a streamlined
platform for recording, categorizing, and visualizing expenses and incomes, the
application endeavours to empower users with a deeper understanding of their
financial landscape. The significance of such a system lies in its potential to
foster financial discipline, encourage informed decision-making, and ultimately
contribute to the financial well-being of its users.
1.3 Objectives -
The primary objectives of the 'Expense Management System' are :-
 Comprehensive Financial Tracking : Enable users to effortlessly record
and categorize their expenses and incomes.

 Visual Representation : Provide a visually appealing and informative

representation of financial data through a circular chart, differentiating
between income and expense entries.
 Time-based Tracking : Facilitate users in monitoring their financial
activities on a weekly, monthly, and yearly basis, offering insights into
their spending and earning patterns.

 User Authentication : Implement a secure and user-friendly login/logout

functionality to protect user data and ensure privacy.

1.4 Scope of the Project -

The Expense Management System aims to simplify financial tracking and
management for users of all levels. It provides features for recording expenses
and incomes, categorizing transactions, and visualizing spending habits. The
system is designed to be user-friendly and accessible, making it suitable for
individuals from all walks of life. Users can customize categories, set budgets,
and receive insights into their financial behaviour. The scope also includes
implementing secure authentication and data protection measures to ensure
user privacy. Overall, the project focuses on empowering users to take control
of their finances effortlessly and make informed decisions about their money.
1.5 Goals of proposed system -
 Effortless Financial Recording :
Enable users to easily record daily expenses and incomes.

 Rationale :
Provide a user-friendly interface for maintaining an accurate
record of financial transactions.

 Visual Representation :
Implement a circular chart for intuitive differentiation between
income and expense entries.

 Rationale :
Enhance user understanding through clear and visually appealing
financial data representation.

 Time-Based Tracking :
Allow users to track expenses and incomes weekly, monthly, and
yearly.

 User Authentication and Security :

Implement secure login/logout functionality to protect user data.

 Aesthetic User Interface :

Develop an aesthetically pleasing and user-friendly design.

1.6 project requirements - windows 10 / windows 11 , google chrome.

1.7 Technologies used -
Backend :-
Node.js : Runtime for server-side JavaScript.
Express.js : Web ap plication framework for Node.js.
Database :-
MongoDB : NoSQL database for storing user data and financial
entries.
 Frontend :-
React.js : JavaScript library for building user interfaces.

Package Managers :-
npm (Node Package Manager): Managing backend and frontend
dependencies.

1.8 Constraints :-
- GUI is only in English
- login and password is used for identification of user.

2.0 Feasibility Study :-

System Description :-
The Expense Management System is a digital tool designed to help users
track their expenses and incomes easily. It allows users to record their financial
transactions, categorize them into different groups, and visualize their spending
patterns. With a simple interface, users can manage their finances without any
hassle. The system also ensures the security of user data through robust
authentication and encryption measures. Overall, the Expense Management
System provides a convenient solution for individuals to monitor their money
and make informed financial decisions.

Technical Feasibility :-
1. Technology Stack :
 Backend: Node.js with Express.js for server-side development.
 Database: MongoDB for flexible and scalable data storage.
 Frontend: React.js for a dynamic and responsive user interface.

2. Development Tools :
  Code Editor: Visual Studio Code for efficient coding.
 Version Control: Git for collaborative development.

3. Skills and Expertise :

 The development team should possess proficiency in JavaScript
(Node.js, React.js).
 Experience in working with MongoDB and Express.js.
 Familiarity with web application security practices.

4. Compatibility:
 Ensure compatibility with popular web browsers (Chrome, Firefox,
Safari).
 Responsive design to cater to various devices (laptops, tablets,
smartphones).

Economic Feasibility :-
1. Cost Estimation :
 Consider the cost of hosting services (PaaS or IaaS).
 Budget for any third-party services or libraries.
 Potential costs related to marketing and user acquisition.

2. Revenue Streams :
 Explore revenue models such as freemium, subscription plans, or
ad-based models.
 Consider partnerships with financial institutions or businesses.

Schedule Feasibility :-
1. Project Timeline :
 Develop a realistic timeline for development, testing, and
deployment.
  Identify key milestones and deliverables.
 Consider potential delays and mitigation strategies.

2. Resource Availability :
 Ensure availability of skilled developers and necessary resources.
 Consider potential dependencies on external factors.

3. Development Approach :
 Adopt an agile development approach for flexibility.
 Regularly review and adjust the project schedule based on
progress.

3.0 System Analysis :-

In analyzing the Expense Management System, we aim to understand
user needs and preferences thoroughly. This involves gathering requirements
through user interviews, surveys, and market research to identify the essential
features and functionalities. We assess the current financial management
practices of users and their pain points to tailor the system to their specific
needs. Additionally, we analyze the competitive landscape to identify
opportunities for differentiation and innovation. Throughout the analysis
phase, we prioritize simplicity and ease of use, ensuring that the system
remains accessible to users of all levels of technical proficiency. By conducting
thorough analysis, we lay the foundation for the system's design and
development, ensuring that it meets user expectations and delivers value
effectively.

3.1 Working of Present System : -

Expense and Income Entry :
 Users manually record their expenses and incomes on paper or in basic
digital formats.
Categorization :
 Users may lack a systematic way to categorize their entries, leading to
confusion.
Visualization :
 Limited or no visualization tools; users rely on manual interpretation
of data.

Tracking :
 Users manually track entries without automated date-wise tracking
features.

Login and Logout :

 Limited or no authentication; users may not have personalized
accounts.

3.2 Proposed System :-

User-Friendly Interface :
Designing an intuitive and easy-to-use interface to ensure users
can navigate the system effortlessly.
Streamlined Processes :
Implementing streamlined processes for recording expenses and
incomes, making it quick and efficient for users to input their
financial transactions.
Categorized Transactions :
Allowing users to categorize their transactions into predefined
categories such as groceries, bills, entertainment, etc., for better
organization.
Simplicity and Accessibility :
Prioritizing simplicity and accessibility to ensure users of all levels
of technical proficiency can use the system effectively.
 Robust Security Measures :
Implementing robust security measures to safeguard user data
and ensure privacy, including secure authentication mechanisms.
Continuous Improvement :
Committing to continuous feedback and iterative development to
evolve the system and meet the changing needs of users over
time.
Scalability :
Designing the system with scalability in mind to accommodate
future growth and increasing user demands.
Customization Options :
Providing customization options for users to tailor the system to
their specific financial preferences and goals.
This proposed system aims to address the challenges users face in managing
their finances effectively while providing a user-centric and comprehensive
solution.

3.3 Architectural Design :

The Expense Management System features a simple architecture
comprising three main components: frontend, backend, and database. The
frontend, built with React.js, ensures an intuitive user interface across devices.
Node.js with Express.js powers the backend, managing user requests and
communication with the database, which is handled by MongoDB for efficient
data storage. Robust security measures are in place to protect user
information, while the system's design allows for scalability as user needs grow.
This architecture prioritizes simplicity, reliability, and performance for an
effective Expense Management System.
3.4 E-R Diagram :
The Expense Management System's Entity-Relationship (E-R) diagram
outlines its essential components. It includes entities such as User, Transaction,
and Category. Each User can have multiple Entries, categorized as expenses or
incomes. Entries are associated with Categories like groceries or bills. The
diagram illustrates the relationships between these entities, showing how users
record and categorize their financial transactions. It provides a visual
representation of the system's data structure, simplifying understanding and
design.

ER Diagram For Expense Management System

3.5 DFD :
The Data Flow Diagram (DFD) for the Expense Management System
showcases the flow of data between its key components. It illustrates how
users input their expenses and incomes through the User Interface, which then
processes this data through the Backend API. The Backend API interacts with
the Database to store and retrieve user information and financial transactions.
The DFD highlights the seamless exchange of data between these components,
simplifying the understanding of the system's functionality.

In this diagram, the primary flow of data starts with "User Input," which
represents users interacting with the system to input their expenses and
incomes. This data is then passed on to the "Backend API," which serves as the
intermediary between the user interface and the database. The Backend API
processes the user input, handling tasks such as validation, storage, and
retrieval of data. Finally, the processed data is stored or retrieved from the
"Database," which serves as the centralized storage for user information and
financial transactions. This flow of data ensures that user inputs are securely
stored and managed within the system, enabling users to effectively manage
their finances.
3.6 Use Case Model :
The Use Case Model for the Expense Management System outlines
interactions between users and the system. It includes actors like "User" and
various use cases such as "Login," "Record Expense," and "Visualize Data."
Users can log in to their accounts, record their expenses and incomes,
categorize transactions, and visualize their financial data. Each use case
represents a specific action users can perform within the system, contributing
to a seamless user experience. The Use Case Model illustrates how users
interact with the system to manage their finances effectively. It serves as a
blueprint for system development, ensuring that user needs and requirements
are met.
4.0 System Design :
The design of the Expense Management System focuses on simplicity,
efficiency, and user-friendliness. It includes three main components: the user
interface, backend logic, and database. The user interface is designed to be
intuitive, allowing users to easily input and visualize their financial data. The
backend logic, powered by Node.js and Express.js, handles data processing and
communication between the user interface and the database. MongoDB is
used as the database for efficient data storage and retrieval. The system design
prioritizes scalability and security, ensuring that it can accommodate growing
user needs while safeguarding user data. Overall, the system design aims to
provide users with a seamless and effective tool for managing their finances.

4.0 Database Tables :

Users Table –

Field Name Datatype

_Id UUID (Universally Unique Identifier)
Name String
Email String
Password String

Transactions Table –

Field Name Datatype

_Id UUID
UserId String
Amount Number
Type String
Category String
Reference Number
Description String
Date date
Process Flow –
5.0 ScreenShots Of Expense Management System :
6.0 Conclusion -
In conclusion, the Expense Management System presents a user-friendly and
efficient solution for individuals to manage their finances effectively. By offering
features such as expense recording, income tracking, and visualization tools,
the system empowers users to gain insights into their spending habits and
make informed financial decisions. Throughout this project, we have prioritized
simplicity, reliability, and accessibility, ensuring that users of all levels can
navigate the system effortlessly. With robust security measures in place,
including data encryption and authentication mechanisms, we have
safeguarded user privacy and confidentiality. As we move forward, we remain
committed to continuous improvement and innovation, aiming to further
enhance the system's functionality and user experience. The Expense
Management System stands as a valuable tool in promoting financial literacy
and resilience among users, helping them achieve their financial goals with
confidence.
7.0 Bibliography -

Websites -
 MongoDB Documentation. (2024). Date. Retrieved from
https://docs.mongodb.com/manual/reference/method/Date

 Node.js Documentation. (2024). Node.js. Retrieved from

https://nodejs.org/en/docs/

 React Documentation. (2024). React.js. Retrieved from

https://reactjs.org/docs/getting-started.html

 W3Schools. (2024). MongoDB Timestamp Data Type. Retrieved from

https://www.w3schools.com

 Express.js Documentation. (2024). Express.js. Retrieved from

https://expressjs.com