Submit expenses where the work happens.
Let authorized staff record expenses and attach receipts through the available web or mobile workflow. Include the amount, date, category, notes, and business context needed for review.
Security company expense allocation software
GIVE EVERY EXPENSE A PLACE IN THE BUSINESS.
A receipt tells you what was spent. Guardix helps you see where that cost belongs. Capture expenses, attach evidence, route approvals, and allocate costs across the clients, sites, people, and resources behind your operation. Give managers a practical expense workflow and finance the detail needed to review business performance.
Expenses & Cost Allocation
Make the cost of service visible.
Uniform purchases, equipment, travel, vehicle costs, and shared overhead affect more than an expense total. Guardix organizes the approved expense and its allocation so your team can connect spending to the work it supports—and ask better questions about the cost of serving each client.
Allocate beyond a single department.
Assign costs to supported clients, sites, employees, managers, departments, vehicles, vendors, projects or contracts, and cost centers. Use the relevant employee type when your reporting needs it.
Route the right approval.
Configure approval responsibilities, hierarchy, and amount thresholds. Keep company-paid expenses and employee reimbursement claims distinct within the expense process.
Put approved costs to work.
Use eligible expense allocations in client and site profitability reviews. Keep approval status and supporting evidence with the record, and use supported financial exports or connections.
01 / 04
Submit expenses where the work happens.
Let authorized staff record expenses and attach receipts through the available web or mobile workflow. Include the amount, date, category, notes, and business context needed for review.
02 / 04
Allocate beyond a single department.
Assign costs to supported clients, sites, employees, managers, departments, vehicles, vendors, projects or contracts, and cost centers. Use the relevant employee type when your reporting needs it.
03 / 04
Route the right approval.
Configure approval responsibilities, hierarchy, and amount thresholds. Keep company-paid expenses and employee reimbursement claims distinct within the expense process.
04 / 04
Put approved costs to work.
Use eligible expense allocations in client and site profitability reviews. Keep approval status and supporting evidence with the record, and use supported financial exports or connections.
Metro Uniform Co.$250.00
New expenseFrom the field
Amount$250.00
DateOct 12
CategoryUniforms
SiteHarbor Point
Allocation$250.00
Harbor Point50%Pier 930%Head office20%
ApprovalOver $200 goes to finance
GAGrace AdeyemiSupervisor
DPDev PatelFinance
Harbor PointThis month
Revenue
Labor
Expenses
Billable to clientGuardix AI
Give the team answers before a claim becomes a question.
Make approved expense instructions available through Guardix AI guidance. Employees can ask which policy applies, what evidence is required, or where to find the submission workflow. Managers can refer to the same approved guidance during review. The expense record still follows your configured approval and allocation process, giving the team faster access to instructions and finance control over the final decision.
Example · a practical example
A supervisor purchases equipment for two sites, attaches the receipt, and records the allocation. The assigned approver reviews the purchase, and eligible costs become part of each site's profitability review.
How it works
How it works
- 1
Record the expense.
Add the receipt, business purpose, and relevant cost details.
- 2
Review and allocate.
Route approval and assign the cost to the appropriate entities.
- 3
Understand the impact.
Use eligible expenses in financial reporting and profitability review.
FAQ
Frequently asked questions
Can an expense be allocated to different parts of the business?
Yes. Use the supported allocation fields to connect costs to relevant clients, sites, people, departments, vehicles, contracts, or cost centers.
Can we separate reimbursement claims from company-paid expenses?
Yes. Keep the expense type and approval process clear so finance can review employee claims separately from costs already paid by the company.
Next step
Know where the money went—and what it supported.
Bring expense capture, approvals, allocation, and operating context together with Guardix.
Related
Works well with
Employee ReimbursementsGive employees a connected claim process, with receipts, policy guidance, approval, and visible review status.Open page Client & Site ProfitabilityReview eligible revenue, labor, and allocated costs by client and site before the next business decision.Open page Integrations & Data ConnectionsPlan supported connections and exports for the operational and financial handoffs your business needs.Open page