Tracking Expenses

Whether you’re planning a getaway or a business trip, the Expenses tab gives you up to date information to keep on top of your spending.

Getting Started

1. Log into Surmai and open your trip.
2. In the Basic Information tab, click on Actions menu and select the Edit action.
3. Add or update the budget amount and currency for your trip.
4. Any existing Cost entries are automatically added as expenses.

Record Expenses by Category

Once your budget is in place, you can start recording actual expenses.

• In the Expenses tab, click Add Expense.
• Fill in the details:
  • Name of the expense
  • Date of the expense
  • Category (choose from your previously defined categories or use Other)
  • Amount spent
  • Note (optional but useful for context)
• Save the expense. It will now appear in the list and affect your overall budget tracking.

Tip: Encourage collaborators to enter expenses as soon as they happen — timely entry makes the overview far more accurate.

Upload Attachments

To make your expense tracking more robust and transparent, you can upload attachments (receipts, invoices, screenshots) directly with each expense.

• When adding (or editing) an expense, look for the Upload Attachment option.
• Choose a file (image, PDF, etc.) from your device and attach it.
• The attachment will be stored with the expense record, making it easy for future reference.

This is especially useful for shared trips or expense reimbursement later.

View Your Spending Overview

With expenses recorded and attachments uploaded, the Expenses tab provides a comprehensive view of your trip spending:

• Budget vs Actual: Compare the budget you set with the amount spent so far (and remaining).
• Category Breakdown: See how spending is distributed across your defined categories — you might highlight e.g. “Meals cost more than expected.”
• Chronological List: Review all individual expenses with dates, categories, amounts, and attachments.
• Attachment Access: Click any expense to view/download its receipt or supporting document.

Collaborative Features

If you invited collaborators to your trip (via the “Collaborating on a Trip” workflow), they will also have access to the Expenses tab (assuming permissions). (Collaborating On A Trip)

• Everyone can add/edit expenses (unless the admin has set tighter restrictions).
• Expense records are transparent to the whole group — no more hidden receipts or fragmented spreadsheets.
• Uploading attachments allows the group to audit or review expenses together.

Multi Currency Support

Surmai supports multiple currencies by default, making it easy to manage expenses from anywhere in the world. The app automatically uses conversion rates provided by ExchangeRates-API, ensuring up-to-date calculations. All expenses are seamlessly converted to your trip’s budget currency, so you can view and track your total spending in one consistent currency.

Notes about currency conversion

• Currency conversion rates are for reference only and may not always reflect the latest market values.
• Surmai’s server updates rates once every 24 hours, so brief delays or stale data are possible.
• To check when the latest update occurred, review the PocketBase logs for the SyncCurrencyDataJob at: https://<your-surmai-server>/_/#/logs?filter=SyncCurrencyDataJob

Summary

The new Expenses tab in Surmai is designed to bring budgeting, expense tracking, and collaborative transparency all into one place for your trip. By using it to:

• Set a clear budget;
• Record every expense by category;
• Attach receipts and invoices;
• Track your spending with an easy overview; …you’ll keep your trip finances organized, visible to everyone involved, and less stressful overall.

Happy planning — may your trip stay on budget and full of great experiences!