💰 Odoo X Amalthea - Expense Management System

A full-stack expense management application for tracking employee expenses, approvals, reimbursements, and financial reporting. This system provides separate dashboards for Finance/Admin and Employees, ensuring smooth expense tracking and reimbursement workflow.

🔗 Quick Links

🌐 Live Demo (Frontend): Deployment Link
🖥️ Backend API: Deployment Link
📹 Video Demo: Watch on YouTube
📚 API Documentation: Postman Collection

🚀 Features

👨‍💼 Finance/Admin Dashboard

✅ Manage employee profiles and expense categories
📊 Review and approve/reject expense claims
💳 Process reimbursements and track payments
📈 Generate expense reports (daily/monthly/yearly)
🔍 Audit trail for all expense transactions
📑 Export reports in PDF/Excel format
💰 Budget tracking and expense analytics
🏷️ Manage expense categories and limits

👩‍💻 Employee Dashboard

📝 Submit expense claims with receipts
📸 Upload receipt images/documents
👁️ Track expense status (Pending/Approved/Rejected)
💵 View reimbursement history
📅 Filter expenses by date range
🔔 Notifications for expense approvals
📊 Personal expense analytics
🧾 Download expense reports

🛠️ Tech Stack

Frontend

React 18.x (Vite) - Fast and modern build tool
Tailwind CSS - Utility-first styling
Redux Toolkit - State management
React Router - Navigation
Axios - HTTP client
Framer Motion - Animations
React Icons - Icon library
Chart.js / Recharts - Data visualization

Backend

Node.js 18+ - Runtime environment
Express.js - Web framework
MongoDB (Mongoose) - Database
JWT - Authentication
Bcrypt.js - Password hashing
Multer - File uploads
Nodemailer - Email notifications
Express Validator - Input validation

Others

Cloudinary - Image/file storage
PDFKit / jsPDF - PDF generation
Postman - API testing & documentation
Vercel/Netlify - Frontend deployment
Render/Railway - Backend deployment

📂 Project Structure

odooxamalthea/
│
├── backend/                       # Node.js Backend
│   ├── config/
│   │   ├── db.js                  # MongoDB connection
│   │   └── cloudinary.js          # Cloudinary config
│   │
│   ├── controllers/               # Request handlers
│   │   ├── authController.js
│   │   ├── expenseController.js
│   │   ├── employeeController.js
│   │   ├── categoryController.js
│   │   └── reimbursementController.js
│   │
│   ├── models/                    # Mongoose schemas
│   │   ├── User.js
│   │   ├── Expense.js
│   │   ├── Category.js
│   │   ├── Reimbursement.js
│   │   └── Employee.js
│   │
│   ├── routes/                    # API routes
│   │   ├── authRoutes.js
│   │   ├── expenseRoutes.js
│   │   ├── employeeRoutes.js
│   │   ├── categoryRoutes.js
│   │   └── reimbursementRoutes.js
│   │
│   ├── middleware/                # Custom middleware
│   │   ├── auth.js                # JWT verification
│   │   ├── roleCheck.js           # Role-based access
│   │   ├── upload.js              # Multer config
│   │   └── errorHandler.js
│   │
│   ├── utils/                     # Utility functions
│   │   ├── emailService.js
│   │   ├── pdfGenerator.js
│   │   └── validators.js
│   │
│   ├── .env                       # Environment variables
│   ├── server.js                  # Entry point
│   └── package.json
│
├── frontend/                      # React Frontend
│   ├── src/
│   │   ├── assets/                # Images, icons, fonts
│   │   │
│   │   ├── components/            # Reusable components
│   │   │   ├── Navbar.jsx
│   │   │   ├── Sidebar.jsx
│   │   │   ├── ExpenseCard.jsx
│   │   │   ├── Table.jsx
│   │   │   └── Modal.jsx
│   │   │
│   │   ├── pages/                 # Page components
│   │   │   ├── admin/
│   │   │   │   ├── Dashboard.jsx
│   │   │   │   ├── ExpenseApproval.jsx
│   │   │   │   ├── Employees.jsx
│   │   │   │   ├── Categories.jsx
│   │   │   │   └── Reports.jsx
│   │   │   │
│   │   │   ├── employee/
│   │   │   │   ├── Dashboard.jsx
│   │   │   │   ├── CreateExpense.jsx
│   │   │   │   ├── MyExpenses.jsx
│   │   │   │   └── Profile.jsx
│   │   │   │
│   │   │   ├── Login.jsx
│   │   │   ├── Register.jsx
│   │   │   └── NotFound.jsx
│   │   │
│   │   ├── redux/                 # State management
│   │   │   ├── store.js
│   │   │   ├── slices/
│   │   │   │   ├── authSlice.js
│   │   │   │   ├── expenseSlice.js
│   │   │   │   └── userSlice.js
│   │   │
│   │   ├── services/              # API calls
│   │   │   ├── api.js
│   │   │   ├── authService.js
│   │   │   ├── expenseService.js
│   │   │   └── employeeService.js
│   │   │
│   │   ├── utils/                 # Helper functions
│   │   │   ├── formatDate.js
│   │   │   ├── constants.js
│   │   │   └── validators.js
│   │   │
│   │   ├── App.jsx                # Main app component
│   │   ├── main.jsx               # Entry point
│   │   └── index.css              # Global styles
│   │
│   ├── public/
│   ├── .env                       # Environment variables
│   ├── vite.config.js             # Vite configuration
│   ├── tailwind.config.js         # Tailwind config
│   └── package.json
│
└── README.md                      # This file

⚙️ Installation & Setup

Prerequisites

Node.js 18+ installed
MongoDB installed or MongoDB Atlas account
Git
Cloudinary account (optional, for image storage)

1️⃣ Clone the repository

git clone https://github.com/VasaraSujal/odooxamalthea.git
cd odooxamalthea

2️⃣ Backend Setup

cd backend
npm install

Start the backend server:

npm start
# OR for development with nodemon
npm run dev

Backend will run on http://localhost:5000

3️⃣ Frontend Setup

cd frontend
npm install

Start the frontend development server:

npm run dev

Frontend will run on http://localhost:5173

🖥️ Usage

For Finance/Admin:

Login → Use admin credentials
Dashboard → View expense statistics and pending approvals
Manage Categories → Create/edit expense categories
Review Claims → Approve/reject employee expense claims
Process Payments → Manage reimbursements
Generate Reports → Export analytics and reports

For Employees:

Register/Login → Create account or sign in
Create Expense → Submit new expense claim with receipts
Upload Documents → Attach bills/receipts (images/PDFs)
Track Status → Monitor approval status in real-time
View History → Check past expenses and reimbursements
Download Reports → Get personal expense reports

Default User Roles:

Admin: Full access to all features
Finance Manager: Review and process expenses
Employee: Submit and view own expenses

📡 API Documentation

Complete API documentation is available on Postman:

🔗 View API Documentation

Key API Endpoints:

Authentication

POST   /api/auth/register          - Register new user
POST   /api/auth/login             - Login user
GET    /api/auth/me                - Get current user
POST   /api/auth/forgot-password   - Forgot password
PUT    /api/auth/reset-password    - Reset password

Expenses

GET    /api/expenses               - Get all expenses
POST   /api/expenses               - Create expense
GET    /api/expenses/:id           - Get single expense
PUT    /api/expenses/:id           - Update expense
DELETE /api/expenses/:id           - Delete expense
PUT    /api/expenses/:id/approve   - Approve expense
PUT    /api/expenses/:id/reject    - Reject expense

Reimbursements

GET    /api/reimbursements         - Get all reimbursements
POST   /api/reimbursements         - Create reimbursement
PUT    /api/reimbursements/:id     - Update reimbursement status

🚀 Deployment

Frontend Deployment (Vercel/Netlify)

Using Vercel:

cd frontend
npm run build
vercel --prod

Using Netlify:

cd frontend
npm run build
netlify deploy --prod --dir=dist

🔗 Live Frontend: Expense Management Frontend

Backend Deployment (Render/Railway)

Using Render:

Create new Web Service on Render
Connect your GitHub repository
Set build command: cd backend && npm install
Set start command: cd backend && npm start
Add environment variables from .env

🔗 Live Backend: Expense Managment Backend

📹 Demo Video

Watch a complete walkthrough of the application:

🎥 Watch Demo on YouTube

Demo includes:

User registration and login
Admin dashboard overview
Creating and submitting expenses
Approval workflow
Report generation
Mobile responsiveness

📊 Key Modules & Functionality

Expense Categories

🚗 Transportation
🍽️ Meals & Entertainment
🏨 Accommodation
📎 Office Supplies
✈️ Travel
📱 Communication
💼 Others (Customizable)

Approval Workflow

Employee submits expense with receipt
Manager reviews and approves
Finance verifies and processes
Payment/Reimbursement initiated
Employee receives notification

Reporting & Analytics

Monthly expense summaries
Category-wise spending charts
Employee-wise reports
Budget vs. Actual analysis
Export to PDF/Excel

🔐 Security & Access Control

Role	Permissions
Admin	Full access to all features
Finance Manager	Review, approve, process reimbursements
Manager	Approve team expenses
Employee	Submit and view own expenses

Security Features:

JWT-based authentication
Password hashing with bcrypt
Role-based access control
Input validation and sanitization
Protected API routes
CORS configuration

📌 Roadmap

✅ User authentication & authorization
✅ Expense submission with receipts
✅ Multi-level approval workflow
✅ Reimbursement processing
✅ Report generation (PDF/Excel)
✅ Email notifications
✅ Real-time status updates
✅ Responsive design
🔄 Mobile app (React Native) - In Progress
🔄 OCR for receipt scanning - Planned
🔄 Credit card integration - Planned
🔄 Multi-currency support - Planned
🔄 AI-powered expense categorization - Future
🔄 Voice-based expense entry - Future

🤝 Contributing

Contributions are welcome! Please follow these guidelines:

Fork the repository
Create a feature branch (git checkout -b feature/AmazingFeature)
Commit your changes (git commit -m 'Add some AmazingFeature')
Push to the branch (git push origin feature/AmazingFeature)
Open a Pull Request

Coding Standards

Follow ESLint configuration
Use Prettier for code formatting
Write meaningful commit messages
Add comments for complex logic
Write unit tests for new features
Update documentation

🧪 Testing

Run backend tests:

cd backend
npm test

Run frontend tests:

cd frontend
npm test

📄 License

This project is licensed under the LGPL-3 License - see the LICENSE file for details.

👥 Credits

Development Team

Sujal Vasara - Full Stack Developer - @VasaraSujal
Arya Patel - Full Stack Developer - @aryapatel23
Prem Kambaliya - Full Stack Developer - @Premkambaliya
Jatin Rajvani - Full Stack Developer - @JatinRajvani

Contributions

Special thanks to all team members for their valuable contributions in developing this comprehensive expense management system! 🙏

📞 Support & Contact

For issues, questions, or contributions:

📫 Issues: GitHub Issues
💬 Discussions: GitHub Discussions
📧 Email: [Contact via GitHub]

🎯 Key Highlights

🚀 Fast & Efficient - Built with React + Vite for optimal performance
🔒 Secure - JWT authentication and role-based access control
📱 Responsive - Works seamlessly on desktop, tablet, and mobile
📊 Analytics - Comprehensive reporting and insights
🔔 Real-time Notifications - Stay updated on expense status
☁️ Cloud Storage - Secure receipt storage with Cloudinary
📧 Email Integration - Automated notifications for approvals
🎨 Modern UI - Beautiful interface with Tailwind CSS

⭐ If you find this project useful, please consider giving it a star!

📺 Don't forget to check out the YouTube Demo for a complete walkthrough!

Last updated: October 2025

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