Expense Tracker 365 | Built for Microsoft 365 Users
                     Expense Tracker 365 | Built for Microsoft 365 
Users
How to Use Expense Tracker 365 for Managing 
Reimbursement process in Microsoft 365
The future of the financial management market is being shaped by key 
innovations, including the rise of subscription-based platforms and the 
growing integration of automated expense categorization. Between 2025 
and 2035, the industry is expected to expand at a compound annual 
growth rate (CAGR) of 10.1%. This growth will be propelled by rapid 
technological advancements, increasing digital financial literacy, and the 
surging demand for real-time financial tracking solutions among 
individuals and small businesses.
An advanced expense management system typically offers 
comprehensive tools to track and maintain accurate records. However, 
not every business has the budget or bandwidth to implement a 
standalone enterprise-grade solution. That’s where Expense Tracker 365, 
built to work natively within the Microsoft environment, steps in.
Expense Tracker 365 allows you to store critical financial data—from 
expense reports to department-wise spending—all within the tools your 
team already uses. Leveraging native integration with Microsoft 365, the 
platform provides your finance team a centralized hub to oversee and 
manage expenses efficiently.
But how do you fully capitalize on Microsoft’s environment with Expense 
Tracker 365 to avoid financial mismanagement and maintain an organized 
system?
This article will walk you through how to use Expense Tracker 365 within 
the Microsoft ecosystem to centralize your expense records, minimize 
errors, and track key information at every stage of the process.
Why Is Tracking Expenses So Important?
Tracking your business expenses and maintaining detailed records about 
spending, performance, and allocation helps you:
1. Allocate Resources Effectively
Know exactly what funds are being used and where, allowing seamless 
distribution and reallocation without confusion or delays.
2. Control Costs
By tracking purchase and reimbursement costs, you can manage your 
budgets, avoid unnecessary spending, and ensure every transaction 
is justified.
3. Improve Planning & Forecasting
Understanding the current state of your finances enables accurate 
forecasting for future expenditures and avoids unexpected cash flow 
issues.
4. Simplify Employee Offboarding
Easily retrieve outstanding reimbursements or approvals during 
offboarding, reducing errors and administrative overhead.
5. Make Smarter Financial Decisions
Track patterns, approval timelines, and spending habits to make 
informed and cost- effective budgeting choices.
Why Choose Expense Tracker 365 for Expense Tracking in the 
Microsoft Environment?
Here’s what makes Expense Tracker 365 a smart option to start 
managing expenses—right from within your existing Microsoft 
365 setup:
1. Quick Deployment with Minimal Setup
Get started in minutes using built-in templates. No complex software 
installation— just intuitive workflows and list-based tracking.
2. Seamless Microsoft Integration
Expense Tracker 365 works flawlessly with Microsoft Teams, Excel, Power 
BI, Power Automate, and OneDrive. This allows easy reporting, 
collaboration, and workflow automation with tools your team already 
knows.
3. No Additional Cost
Already have Microsoft 365. You’re ready to go! Expense Tracker 365 
leverages your existing environment, saving you the cost of a separate 
tool.
4. Version Control for Accuracy
Keep track of every change with versioning functionality. This ensures 
you always have access to historical records and can revert when 
needed.
How to Build an Expense Tracking Workflow in the Microsoft Environment 
Using Expense Tracker 365
With pre-built templates and customizable lists, Expense Tracker 365 
allows you to manage expenses efficiently across your organization.
Step 1: Start with the Built-In Expense Template
 Open Expense Tracker 365 from your Microsoft dashboard
 Choose “New Expense List” using the Expense Manager template
 This list comes with standard columns to track category, amount, 
requester, status, and more
Step 2: Customize Your Fields
While the default template is powerful, you may want to track 
more detailed information. Consider adding columns for:
 Approval Date: Track approval timelines and ensure 
accountability
 Reimbursement Due Date: Schedule reminders for timely 
disbursements
 Invoice (File Upload): Upload invoice copies for each 
transaction
 Vendor Info: Store payee details and contact info
 Department: Assign expenses by business units for better 
tracking
Step 3: Create Smart Views
Custom views allow you to filter and focus on key information, 
such as:
 Expenses pending approval
 High-value reimbursements
 Vendor-specific spending views
Automate Your Expense Tracking with Power Automate
Expense Tracker 365 pairs perfectly with Power Automate to create 
workflows and reduce manual efforts. Here are some automation 
examples:
1. Track Reimbursement Due Dates
 Trigger: Weekly on Monday
 Action: Check due date and send Teams alert for reimbursements 
due in the next 5 days
2. Monitor Changes to Expense Lists
 Trigger: When an item is modified
 Action: Send notification in Teams channel with expense title and 
updated info
3. Automate Monthly Expense Summary Reports
 Trigger: First day of every month
 Action: Compile and send summary to finance lead via email or 
Teams
4. Add Expenses via Mobile Entry
 Use Power Apps to submit expense on the go
 Auto-fill category, date, and amount
 Create or update the entry in Expense Tracker 365
Limitations to Keep in Mind
While Expense Tracker 365 within the Microsoft environment is ideal for 
SMBs and growing teams, it may not fully meet enterprise-level needs. 
As your organization scales, you may face challenges such as:
 Lack of native integration with financial systems or ERPs
 Limited audit trails for recurring expenses
 Less automation for policy compliance and multi-level approvals
For such advanced use cases, a full-scale solution like Expense Tracker 
365 can offer robust tracking, compliance, and financial workflows.
Final Thoughts
Tracking and managing business expenses doesn’t have to be complex 
or
costly. Expense Tracker 365 lets you leverage the Microsoft ecosystem 
to manage
your expenses—smartly and affordably. From real-time tracking to 
automated workflows, it’s a powerful way to organize your financial 
operations.