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ExpenseDesk

Petty cash and branch expenses with receipts, not memories.

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What it is

Expense entries with photographed receipts, category budgets, and every claim approved by somebody holding the approval — the month closes with an explainable cash position.

Who uses it: Built for: Every specialty
Reads: Budgets
Writes: Expenses, approvals
Never: It does not allow a self-approved expense above the threshold, including the owner’s.
Access: Only people whose role includes it — the clinic owner decides who
Your data: No PHI. Hosted in Boston, United States. On uninstall: Operational history stays queryable for audit.

How it works

Open a float for the branchPaste the custodian’s user id, the opening amount and the amount above which a receipt is required. The database keeps one open float per branch and refuses a negative opening balance.
Raise a claimThe date it was spent, the amount, a category — travel, consumable, repair, hospitality, postage or other — what the money was for and the receipt reference. A claim above the float’s receipt threshold is refused without one.
Approve, or reject with a reasonApprove or Reject on each claim. The database refuses an approval by the person who raised the claim, and a rejection carries a reason the claimant can read.
Pay from the drawer, top up when it runs shortPay from the drawer settles an approved claim and is refused when the float holds less than the claim; Top up the drawer adds cash against the float.
Close the floatClose is refused while an approved claim is still unpaid, so a closed drawer owes nobody.

Rules it keeps

What it does not do, by design. A listing with only benefits is an advertisement.

It does not allow a self-approved expense above the threshold, including the owner’s.

AI in ExpenseDesk

AskQuestions about what is on screen — “What needs attention in ExpenseDesk today?” — answered with the records it read.

DraftSummaries and notes for the team, marked as drafts until a person signs.

Every answer shows its sources. Nothing AI writes is saved until a person accepts it.

See it on screen

ExpenseDesk — Petty Cash — Record expenses with photos of the receipts — 01Petty Cash — Record expenses with photos of the receiptsCaptured from the running demo clinic

01Petty Cash — Record expenses with photos of the receiptsCaptured from the running demo clinic

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Questions clinics ask

What does ExpenseDesk do?

Petty cash and branch expenses with receipts, not memories. Expense entries with photographed receipts, category budgets, and every claim approved by somebody holding the approval — the month closes with an explainable cash position.

What data does ExpenseDesk read and write?

ExpenseDesk reads budgets and writes expenses, approvals. Its data class is No PHI. Every app works on the same patient record — nothing is copied into a silo.

What does ExpenseDesk deliberately not do?

It does not allow a self-approved expense above the threshold, including the owner’s.

What happens to our data if we uninstall ExpenseDesk?

Operational history stays queryable for audit.

Is ExpenseDesk available today?

Yes — ExpenseDesk is live in clinics today. Set up your practice on MedAppz and install it from your dashboard.

Want to see ExpenseDesk running on your own patients?

Tell us what you run and we will show you this app inside a practice shaped like yours — or answer the question the page above did not.

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