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Mandate costs — your fees, the trustee’s fees, audit, bank and investment costs — are paid from the trust’s cash. You can only post an expense within an approved budget.
Where: Expenses in the menu. Before you start: propose a budget first; until one is approved, every expense is blocked.
Expenses has five tabs: Record expense, Drafts, Expense register, Budgets and Budget register.

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Propose a budget

Open Budgets.
Budget proposal with the budget position, the budget lines and Submit budget marked 1 to 3

A budget proposal

1

Choose the trust

Budget position (1) shows the recognised cash, the current approved budget, what remains of it, and this proposal’s total.
2

Fill in the budget lines (2)

An amount, and optionally a description, for each category: trustee fees, investment-related expenses, fund management fees, audit fees, bank-related expenses and other.
3

Explain the budget

Write a Proposal narrative for the trustee.
4

Select Submit budget (3)

Or Save draft to finish later.
The budget waits as Pending approval for the trustee and the employer. Either can decide it; the first decision settles it. The Budget register shows every budget and its status.
Budget register with a pending, an approved and a superseded budget

Budget register

When the trustee approves a new budget, it replaces your current approved budget for that trust (the old one shows as Superseded). Each new budget must cover everything you still need to spend, including expenses already posted this year.

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Record an expense

Record fund management expense form with the trust, expense type and Send OTP marked 1 to 3, and the budget check on the right

An expense ready to post

1

Choose the trust / cash account (1)

Book cash shows the cash you hold for it.
2

Enter the expense

3

Upload the invoice or receipt

4

Check the panel on the right

It shows the budget remaining for the category and in total, before and after this expense, and the status the expense will have.
5

Select Send OTP (3), enter the code and select Post expense

The Expense register lists every expense, with the payee and reference as you entered them; a posted expense can be Reversed from there.
Expense register with two posted expenses and one rejected

Expense register

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When the budget is not enough

Send OTP stays disabled and the panel explains why, for example Expense exceeds the approved total budget by 82,500.00. Propose a new budget that covers the expense and wait for it to be approved.
Expense form with Total budget remaining -76,000.00 and the message Expense exceeds the approved total budget by 82,500.00; Send OTP disabled

Over budget