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Installation

This step-by-step guide will help you install and set up Expense Tracker on WHMCS.

You’ll be guided through each step of the installation and configuration process.

1. Log into your account and download the module file.
2. Extract the files and move them into the primary WHMCS directory.
   Your extracted package should contain the following files and folders.
3. For first-time installation, you need to rename the ‘license_RENAME.php’ file.
   The file path is ‘your_whmcs/modules/addons/ExpenseTracker/license_RENAME.php’. Change its name to ‘license.php’.
4. Configure your license key by modifying the renamed ‘license.php’ file.
   Place your license key inside the quotation marks as displayed. You can locate it in ‘My Products’ in our client area.
5. Ensure the ‘storage’ directory and its contents have write permissions.
   This folder path is: ‘your_whmcs/modules/addons/ExpenseTracker/’.

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Configuration of Addon

1. Proceed to activate the module from your WHMCS admin panel.
   Log into WHMCS admin, head to ‘System Settings’ > ‘Addon Modules’, then click ‘Activate’ next to ‘Expense Tracker’.
2. In the following step, you must allow access to the module.
   To proceed, press ‘Configure’, check the ‘Full Administrator’ box, and save your changes.

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Management

Review the content below to learn how to make the most of the Expense Tracker for WHMCS module
Discover how to customize the module based on your business’s unique characteristics.

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Addon Configuration

Expenses
In the ‘Expenses’ tab, you can configure the module’s settings. Set up categories to streamline expense reallocation, add regular recurring expenses, and log any incurred expense you want calculated in your reports.

Categories
To begin using the module, you’ll need to enter some initial information. Start by creating a few expense categories such as Office, Servers, Fuel, or Car Leasing. We recommend adding a general category like ‘Other’ to cover one-time or uncategorized expenses, as selecting a category is mandatory.
Click the ‘Add Category’ button to get started.

Simply enter a clear and unique name for the new category.

Once your list of expense categories is created, you’ll be able to assign them to both one-time and recurring expenses, which will be covered in the next sections. For now, note that you can edit or delete individual categories, provided there are no associated expenses linked to them.

Recurring Expenses

Recurring expenses are ongoing costs that support the day-to-day operation of your business. These may include administrative expenses like office rent, liabilities such as car leasing, and other long-term financial commitments. In this section, you’ll manually enter each recurring expense, including details like frequency, category, and paid amount.
Click the ‘Add Recurring Expense’ button to get started.

Complete the detailed form to enter all relevant information about the expense:

• Expense Name – enter a unique identifier for this recurring expense
• Description – add a short explanation if needed (not mandatory)
• Item – assign a WHMCS service if this expense is connected to one
• Category – choose from your existing categories to assign this expense
• Vendor – select a vendor from the available list. You can learn more about vendor management in the following section.
• Amount – payment amount for each billing cycle
• Currency – choose the appropriate currency for this expense. Learn how to manage currencies here.
• Period Data– indicate the payment interval and timing for this expense

Your recurring expenses list is now ready. You can easily manage it by adding new entries, editing existing ones, or removing items as needed.
Once everything is configured, the WHMCS daily cron job will automatically check for any recurring expenses due that day. If found, those expenses will be added to your registered expenses list.
Proceed to the next section to explore registered expenses—the core feature of this module.

Expenses

Expenses is the section where all recorded expenses are listed and detailed
This section displays all recurring expenses detected by the cron job. They appear exactly as you defined them in the ‘Recurring Expenses’ section—complete with names and descriptions. In addition to these, you can also manually add any one-time expenses that are not part of your recurring costs.
Click the ‘Add Expense’ button to get started.

Complete the detailed form to enter all relevant information about the expense:

• Expense Name – enter a unique identifier for this recurring expense
• Description – add a short explanation if needed (not mandatory)
• Item – assign a WHMCS service if this expense is connected to one
• Category – choose from your existing categories to assign this expense
• Vendor – select a vendor from the available list. You can learn more about vendor management in the following section.
• Amount – payment amount for each billing cycle
• Currency – choose the appropriate currency for this expense. Learn how to manage currencies here.
• Data– indicate the payment interval and timing for this expense
• Attachment – upload supporting documents like invoices, receipts, or tickets.

This module provides simple tools for managing your expenses list. Use the action buttons to edit or remove individual entries, or  delete item.

All module reports are generated based on the expenses listed under ‘Expenses’, except for the ‘Pending Expenses’ report and graph, which rely on data from the ‘Recurring Expenses’ section.

Payments

The ‘Payments’ section displays a complete list of all recorded transactions.
Payments can be added automatically when entering a one-time expense by specifying the corresponding transaction number. Alternatively, you can manually create individual payment entries and link them to existing expenses.
To get started, click ‘Add Payment’.

Fill out the form to add the payment:

• Select the Related Expense
• Type in the transaction number
• Enter the amount
• Select currency
• Provide the payment date
• Add a short explanation if needed (not mandatory)

Managing existing payments is simple. You can edit or delete individual payments,  to remove them .

Vendors

This section contains a list of all vendors that can be assigned to expenses. You can manage your vendors by editing their details or removing them if they’re no longer in use. Click the ‘Add Vendor’ button to create your first entry.

Complete the form with vendor details, including name, email address, and physical address.
Click ‘Confirm’ to save your changes.

Once your vendor list is ready, you can manage it with ease. Edit vendor details or delete individual entries as needed.

Currencies

Create a list of the currencies you use. Click ‘Add Currency’ to begin.

Provide the official currency code along with its prefix and suffix to ensure proper display in reports, tables, and statistics.

You can manage your currency list at any time—add new entries, edit existing ones, or delete individual currencies as needed.

Reports

The final section, ‘Reports’, is likely to be the most frequently used.
It compiles all collected data into five key report types, presented as charts and tables. Each report can also be downloaded as a CSV file.
Open any report to filter it by data type, date range, category, and vendor

Dashboard

Quickly review the key insights generated from the module’s data, presented through clear yet detailed graphs

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Tips

• To exclude a specific item, category, or vendor from a Dashboard graph, simply click on it. It will be crossed out and the graph will refresh automatically

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How To Use Language Overrides

Language Customization – the module fully supports language overrides, enabling you to modify language files to suit your preferences.

The english.php language file is unencoded and can be modified as needed. However, it’s recommended to avoid editing the core file directly and instead make use of the language override functionality.

Applying language overrides involves the following steps:

• Go to the ~/langs/ directory found at yourWHMCS/modules/servers/moduleName/langs/.
• Inside this directory, either create a new file or copy the language file you want to customize. For example, to override the English language, set up the following directory structure:
~/langs/overrides/english.php.

• Open the override file you just created to begin editing its content.
• Start the file by specifying the language syntax. For example, use <?php to indicate that the file contains PHP code.
• Customize the file contents based on your needs. You may choose to update only specific language variables or completely rewrite the file.

For example:

Original yourWHMCS/modules/servers/moduleName/langs/english.php:
$_LANG['Search'] = 'Search';

Override yourWHMCS/modules/servers/moduleName/langs/overrides/english.php:
$_LANG['Search'] = 'Look for';

Following these steps allows you to apply language customizations safely, without modifying the core language file—ensuring your changes remain intact after module updates

Note that some modules include multiple language files located in both the /addons and /servers directories. You can create separate override files for each location.
Note that it’s not necessary to copy the entire content of the original language file into the override file. You only need to include the lines you wish to modify—any untranslated lines will be automatically pulled from the original module file. As a result, an override file may contain just one or a few lines.

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Update Instructions

This section provides essential guidance for updating the module.
To complete the module update successfully, follow each step carefully to avoid data loss or unexpected issues. This section also includes an up-to-date list of additional actions required for a smooth update process.

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Upgrade Guide

Looking for a solution that delivers enhanced flexibility, personalized customization, and full access without limitations?
An available option offers long-term cost efficiency along with prioritized support, making it a smart and valuable investment.
Choose the Open Source version of the Expense Tracker For WHMCS module to take advantage of these exclusive benefits.
upgrade in a single step, just click either the Get Source Code or Upgrade to Lifetime button on the product page in your client area. Your exclusive discount will be automatically applied.
Refer to the comprehensive guide that outlines the transition process, highlights its benefits, and provides step-by-step instructions for the next steps after completing your order.

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Common Problems

• If you’re experiencing connection issues, verify that SELinux or your firewall isn’t blocking the required ports.