Problem
Inefficient Expense tracking
Many Businesses and individuals struggle
with tracking expenses accurately. The lack of
a centralized system leads to delayed
reporting ,budgeting errors and cash flow
mismanagement.
Solution : Expense tracking system (SDLC
phases)
1.Objectives
Automate and optimize the process
of managing, tracking and approving expenses .
2.Stake holders
Employees , managers, finance
team and IT department.
3.Goal
provide a user-friendly platform to
record , approve, and generate on expense
1: Planning
Identify
requirements:
Real time expense tracking for individuals and
teams.
Mobile and web interface for
convenience.
Integration with bank accounts and credit
cards
Ability to generate reports (e.g monthly expenses,
trends)
Feasibility study:
Check if the project is feasible in terms of time ,cost and
resources
Risk
Analysis
Identify risks (like scope creep or limited time for
testing)
2.Requirement
Gather
requirements:
Analysis
From users ,finance teams , and
managers
Functional
requirements:
Expense submission
(employees)
Approval
workflow(managers)
Reporting and
analytics
Non-Functional
Scalability for multiple
requirements
users :
Security (expense data
confidentially)
Tools: Interviews, surveys, stakeholders
meeting
3:System Design
High level
design
Architecture : Web based or Mobile
phone.
Components : User portal, admin dashboard ,backend
system , and database
Low-level Design
Database schema(expense ID, user ID, date, amount,
status etc.)
User interface design (wireframes for submission forms and
approval screens).
Tools: Flow charts , ER diagrams , UI wireframes.
4:Implementation
Front-end
development:
Employee portal : Submit expenses
Manager Dashboard: Approve/ reject
requests.
Back –end development:
Business logic for workflows (expense
validation ,approval triggers)
Integration with databases (storing and retrieving
expense records)
Tech Stack: Java script , Python/ Django ,
Node.js , SQL.
Version Control: GitHub / GitLab for
tracking changes.
5:Testing
Unit Testing:) Verify
individual components
(e.g ,form submission , approval
Integration testing: Test
the interaction b/w front-
User Acceptance end ,back-end ,and database.
testing: Collect
feedback from actual users
to validate the solution .
Automation
Testing Tools:
Selenium ,Postman
for APIs.
6:Deployment
First , test it with a few users .
Then, make it available for
everyone.
Use tools like Jenkins to automate
updates.
Tools: Docker for containerization , Jenkins for
continuous Integration / Continuous Deployment
(CI/CD)
7:Maintainance
Bug Fixing: Resolve issues reported post-
launch.
Performance Monitoring: Ensure system use
efficiency as the user base grows
Feature Enhancements: Add new functionalities based
on feedback (eg ,expense policies , taxes , calculations)
Support& Updates : Regular system updates for
security and performance.
Challenges:
Data security: Ensuring sensitive data is protected.
Integration with existing finance systems.
User Adoption : Training users to transitions to the new system
Solution
s:
Implement Encryption and role based
access
Provide API-based integration with finance
tools
Conduct training sessions and provide users
manual.
Benefits:
Automated expense management reduces
manual effort.
Real-time tracking and approval workflows improve
efficiency.
Detailed reporting ensures better financial
control .
Next
Steps:
Gather user feedback after deployment
Plan for periodic updates and
enhancements .
Thank
you!
