Expenses & Budgets

The Financial page is where you track your camp’s spending. You can create budget categories, record expenses, and see at a glance how actual spending compares to what you planned. Open it from the Financial link in the sidebar.

Budget Overview

At the top of the page, three summary tiles give you a quick financial snapshot:

• Income received — Total accepted payments for the season, with the total billed amount below.
• Spent so far — Total expenses recorded, with the budgeted amount below.
• Remaining balance — Income minus expenses, with a projected balance below.

These tiles update automatically as payments and expenses are recorded.

Budget Categories

The Budget tab is where you define how your camp’s money should be allocated. Each budget category has a name, a projected (budgeted) amount, and an optional note.

Creating a Budget Category

1. Go to the Financial page from the sidebar.
2. Click the Budget tab (it is selected by default).
3. Click Edit to enter edit mode.
4. Click Add Category.
5. Enter the category name (for example, “Food & Catering”, “Staff Salaries”, “Transportation”).
6. Enter the projected amount — how much you expect to spend in this category.
7. Optionally add a note with details about the budget.
8. Click Save.

Editing a Budget Category

1. Click Edit to enter edit mode.
2. Click the edit icon next to the category you want to change.
3. Update the name, projected amount, or note.
4. Click Save.

Deleting a Budget Category

1. Click Edit to enter edit mode.
2. Click the delete icon next to the category.
3. Confirm the deletion.

Deleting a category does not delete the transactions in it — they become uncategorized and can be reassigned to a different category.

Transactions (Expenses)

The Transactions tab shows all recorded expenses for the season. Each transaction has:

• Date — When the expense occurred.
• Description — What the expense was for.
• Vendor — Who you paid.
• Category — Which budget category the expense falls under.
• By — Who made the purchase.
• Amount — How much was spent. Positive amounts are typical expenses. Negative amounts represent refunds or credits received.
• Method — How the expense was paid (check, credit card, cash, etc.).
• Note — Optional additional details.

Adding a Transaction

1. Go to the Financial page and click the Transactions tab.
2. Click Add Transaction.
3. At the top of the form, you’ll see a toggle to switch between Expense and Income. Use the Income option to record incoming money (like trip fees collected or vendor refunds). Don’t try to use a negative amount — the minus sign is ignored. Use the toggle instead.
4. Fill in the details: date, description, vendor, category, amount, method, and any notes.
5. Click Save.

Editing a Transaction

1. Find the transaction in the table.
2. Click the edit icon on the row.
3. Make your changes.
4. Click Save.

Deleting a Transaction

1. Find the transaction in the table.
2. Click the delete icon.
3. Confirm the deletion.

Filtering and Exporting

You can filter the transactions table by:

• Category — Show only expenses in a specific budget category.
• By — Show only expenses made by a specific person.
• Amount — Show only positive (expenses) or negative (refunds) amounts.
• Method — Show only expenses paid by a specific method.

To export transactions, select the ones you want using the checkboxes and click Export. They download as an Excel spreadsheet.

Importing Expenses

If you track expenses in a separate spreadsheet, you can import them into Campflow:

1. Go to the Financial page.
2. Click Import (if available).
3. Upload your spreadsheet file.
4. Map the columns to Campflow fields (date, description, vendor, amount, etc.).
5. Review the import and confirm.

Good to Know

• Budget categories and transactions are specific to each season. When you switch seasons, you will see the budget and transactions for that season.
• The summary tiles at the top combine income data (from the Income page) with expense data to give you a complete financial picture.
• You can use the search bar in the transactions table to find expenses by description, vendor, or note.
• The transactions table shows a running total at the bottom of the amount column so you can see total spending at a glance.