Build Your Own Expense Reporting App

Build Your Own Expense Reporting App

Table of Contents:

1. Introduction
2. Designing the Excel Workbook 2.1. Data Fields 2.2. Creating a Drop-Down List for Department Field 2.3. Capturing Attachments 2.4. Defining Names for Every Cell 2.5. Creating a Data Table 2.6. Adjusting Row Count and Formatting 2.7. Adding Sum Column 2.8. Making Category Field a Drop-Down List
3. Converting Excel File to a Web Application 3.1. Logging into Spreadsheet Web Hub 3.2. Uploading the Excel File 3.3. Creating the User Interface 3.4. Importing Name Ranges 3.5. Adjusting Field Orders and Features 3.6. Previewing the Application 3.7. Changing Input Method 3.8. Adding File Upload Feature
4. Adding a Database 4.1. Adding Fields to the Database 4.2. Creating a Secondary Table 4.3. Adding Action Button and Save Event 4.4. Customizing the Application with Stylesheet
5. Publishing and Using the Application 5.1. Publishing the Application 5.2. Sharing and Accessing the Application 5.3. Entering Data and Saving to the Database 5.4. Viewing Saved Records

Introduction Expenses reporting is an essential aspect of financial management for individuals and businesses alike. However, traditional methods of recording and managing expenses can be time-consuming and prone to errors. In this article, we will explore how to create an expense reporting application using Spreadsheet Web Hub. By leveraging the power of Excel and web technology, you can design a user-friendly interface, capture necessary data fields, automate calculations, and save records in a database.

Designing the Excel Workbook Before we dive into the application creation process, let's first design the Excel workbook that will serve as the template for our expense reporting application. This section will guide you through the necessary steps to capture the required data fields effectively.

Data Fields To create a comprehensive expense reporting application, we need to identify the essential data fields that should be captured. These fields typically include the purpose of the expense, the name of the submitting user, and the department associated with the expense. By capturing these details, we can ensure accurate record-keeping and streamline the reporting process.

Creating a Drop-Down List for Department Field To ensure consistency and avoid manual input errors, let's create a drop-down list for the Department field. This list will consist of predefined options such as accounting, customer support, finance, and more. With a drop-down list, users can easily select the appropriate department, improving data accuracy and reporting efficiency.

Capturing Attachments In certain cases, additional documentation or file attachments may be required when submitting an expense report. We want to provide users with an option to include attachments such as receipts or supporting documents. By incorporating an attachment field, users can conveniently upload files directly within the application, eliminating the need for separate attachments via email or other means.

Defining Names for Every Cell To establish a robust foundation for our expense reporting application, it is essential to define a name for every cell in the Excel workbook. Assigning names to cells enhances the clarity and maintainability of the application. By doing so, each field becomes easily identifiable and accessible when building the web application.

Creating a Data Table To capture actual expense items, let's create a data table within the Excel workbook. This table will enable users to enter information such as the date, description, category, and amount for each expense item. Additionally, we can adjust the row count according to requirements, allowing for a flexible and scalable solution.

Adjusting Row Count and Formatting To accommodate varying numbers of expense items, we need to ensure the ability to adjust the row count in the data table. This flexibility allows users to enter as many expense items as needed without constraints. Furthermore, it is essential to provide options for adjusting date, time, and currency formatting to align with specific regional preferences or reporting standards.

Adding Sum Column To simplify expense calculations, let's add a sum column to the data table. This column will automatically calculate the total expense amount based on the values entered in the amount field. The inclusion of a sum column eliminates the need for manual calculations and promotes accuracy in expense reporting.

Making Category Field a Drop-Down List Similar to the department field, it is beneficial to make the category field a drop-down list as well. By offering predefined categories, users can select the appropriate expense category from a list, ensuring consistency in classification. Making the category field a drop-down list streamlines data entry and enhances reporting accuracy.

Converting Excel File to a Web Application Now that we have designed our Excel workbook with the necessary data fields and formatting, let's convert it into a web application using Spreadsheet Web Hub. This section will guide you through the process of uploading the Excel file, creating a user interface, and customizing the application to meet your specific needs.

Logging into Spreadsheet Web Hub Before we begin the application creation process, make sure you have logged into your Spreadsheet Web Hub account. If you don't have an account, you can create one easily by visiting the website and signing up.

Uploading the Excel File To create a new application, start by uploading the designed Excel file to Spreadsheet Web Hub. This file will serve as the template for our expense reporting application. Once uploaded, ensure that all the fields and data ranges in the Excel file are correctly defined to avoid any issues during the application building process.

Creating the User Interface Once the Excel file is uploaded, it's time to design the user interface of our web application. Spreadsheet Web Hub provides a user-friendly drag-and-drop interface, allowing you to add input controls and associate them with the name ranges defined in the Excel workbook. Alternatively, you can import all name ranges from a specific worksheet at once, simplifying the process.

Importing Name Ranges To expedite the user interface design process, Spreadsheet Web Hub offers an option to import all name ranges from a selected worksheet automatically. By choosing this option, the system detects all the fields and controls associated with the name ranges, eliminating the need for manual selection. You can then adjust the field's order and features as needed.

Adjusting Field Orders and Features Flexibility in organizing and customizing the fields in your expense reporting application is crucial. Spreadsheet Web Hub allows you to easily reorder fields or modify their features, ensuring an optimal user experience. Adjust the sequence of fields and customize their properties according to your requirements before proceeding.

Previewing the Application Before finalizing your expense reporting application, take a moment to preview it. The preview feature allows you to see how the application looks and functions thus far. Check if all the fields, controls, and data grids are correctly displayed and the layout is visually appealing. If any modifications are required, make the necessary changes and preview again until satisfied.

Changing Input Method Depending on your preference, you can choose between two input methods for the expense reporting application: grid-based or form-based. The grid-based input method enables entering data directly into a grid, similar to an Excel worksheet. On the other hand, the form-based input method presents users with a form-like interface, where they click on "new" to add new expense items. Consider the nature of your expense reporting process and select the input method accordingly.

Adding File Upload Feature If you haven't done so during the initial user interface design, it's time to add the file upload feature for attachments. By drag-and-dropping the file attachment control, you can customize properties such as the maximum file size and the number of files allowed. This feature allows users to conveniently attach supporting documents directly within the application.

Adding a Database To store and manage the submitted expense records efficiently, it is essential to add a database to your application. Spreadsheet Web Hub makes it easy to create a database and associate it with your expense reporting application. This section will guide you through the process of adding fields to the database and setting up a secondary table if needed.

Adding Fields to the Database To capture and store the expense records, you need to add fields to your application's database. This step involves mapping the fields from the Excel workbook to the corresponding fields in the database. You can either manually add the fields one by one or use the "add used columns" option to let the system detect and add the data fields automatically. Review the fields and make any necessary changes before proceeding.

Creating a Secondary Table In some cases, you may require a secondary table to capture additional details or related data. For example, you might want to store comments or approval information for each expense item. Spreadsheet Web Hub allows you to create secondary tables and associate them with the primary table. Define the necessary fields, adjust formatting if needed, and proceed to link the secondary table with the primary table to ensure data integrity and relationship.

Adding Action Button and Save Event To enable users to save their expense reports, add an action button to your application. This button can be customized to suit your preference, and when clicked, it triggers a save event that stores the entered data in the application's database. Additionally, you can incorporate other actions or events as needed, such as validation checks or email notifications.

Customizing the Application with Stylesheet To enhance the visual appeal and branding of your expense reporting application, consider adding a stylesheet. Spreadsheet Web Hub offers a library of stylesheets to choose from, allowing you to customize the look and feel of your application. You can also create your own stylesheet or modify an existing one to match your organization's branding guidelines or personal preferences.

Publishing and Using the Application Now that your expense reporting application is ready, it's time to publish and share it with the intended users. This section will guide you through the publishing process and how to use the application to submit expense reports effectively.

Publishing the Application Once you are satisfied with the design and functionality of your expense reporting application, publish it to make it accessible to users. Spreadsheet Web Hub provides a simple publishing process that allows you to control access and permissions for the application. Publish the application and proceed to the next steps.

Sharing and Accessing the Application To share the application with users, provide them with the application's URL or direct them to your Spreadsheet Web Hub account's applications page. From there, users can access the published version of the application and start submitting their expense reports. Ensure that you communicate the process and instructions clearly to users for a seamless experience.

Entering Data and Saving to the Database Once users access the expense reporting application, they can begin entering their expense details. As they input the data, they will notice that the total expense amount is automatically calculated based on the entered values. Additionally, users can conveniently drag and drop attachments if needed. Once the information is complete, they can click the submit button, saving the expense report to the application's database.

Viewing Saved Records To review the saved expense records, navigate to your Spreadsheet Web Hub account's applications page and click on the view data icon for the expense reporting application. This view will display all the saved records, allowing you to browse and analyze the submitted expense reports easily. The saved records provide a comprehensive overview of expenses, facilitating further analysis and reporting.

In conclusion, creating an expense reporting application with Spreadsheet Web Hub streamlines the expense management process, improves accuracy, and provides a user-friendly interface for users to submit their expense reports conveniently. By following the steps outlined in this article, You can design a customized application that meets your specific requirements and simplifies the expense reporting process for individuals or organizations of any size.