Expense tracking and profitability analytics

Purpose

 1.1. Automatically track all expenses related to aero dance classes for accurate profitability insights.
 1.2. Aggregate real-time data from booking, inventory, payroll, facility, and equipment sources.
 1.3. Produce actionable analytics on profit margins, expense trends, instructor costs, and operational efficiency.
 1.4. Streamline reconciliation with bank and card transactions for financial accuracy.
 1.5. Enable auto-generation of detailed, customized reporting both per class and for the overall business.

Trigger Conditions

 2.1. New transaction record in accounting or bank feed system.
 2.2. Entry of new class expenses (studio rent, instructor payout, props, maintenance).
 2.3. Scheduled monthly or weekly batch reconciliation.
 2.4. Manual trigger for on-demand profitability snapshots.
 2.5. Upload of receipt or invoice (scan or email ingest).

Platform Variants

 3.1. QuickBooks Online
  • API: /v3/company/{companyId}/purchase
  • Function: Fetch purchase/expense events as automation input.
 3.2. Xero
  • Endpoint: GET /expenses/receipts
  • Function: Retrieve and sync real-time expense claims for analytics.
 3.3. Stripe
  • Event: invoice.payment_succeeded
  • Function: Pull class booking payments; cross-reference expenses vs. revenue.
 3.4. PayPal
  • Webhook: PAYMENT.SALE.COMPLETED
  • Function: Auto-update income and cross-check fees.
 3.5. Square
  • API: ListPayments
  • Function: Regularly sync location/class transactions for P&L analysis.
 3.6. Google Sheets
  • Function: Append new expense rows; systematize data entry and live budget status.
 3.7. Airtable
  • Trigger: New Record in Expenses
  • Function: Filter, tag, and link expense items to class records.
 3.8. Zoho Books
  • API: /expenses
  • Function: Monitor expense posting, trigger report generation.
 3.9. FreshBooks
  • Endpoint: GET /expenses
  • Function: Sync, categorize, and aggregate expenses.
 3.10. Wave
  • Webhook: New Expense
  • Function: Real-time tracking and notification on new entries.
 3.11. Sage Accounting
  • API: GET /expenses
  • Function: Pull itemized lists for analytics.
 3.12. SAP Concur
  • Function: Automate ingestion of business travel and supply purchases into overall analysis.
 3.13. NetSuite
  • Function: Extract expense reports and GL transactions for deeper profit mapping.
 3.14. Microsoft Excel Online
  • Feature: Use Power Automate to detect and copy new class expense data.
 3.15. Expensify
  • Trigger: Approved expense report
  • Function: Sync approved expenses with central dashboard.
 3.16. MYOB
  • API: GET /v2/expenses
  • Function: Pull instructor-specific costs for class-level profit calculation.
 3.17. SAP Business One
  • Service Layer: PurchaseInvoices
  • Function: Aggregate vendor and equipment spend.
 3.18. Oracle Fusion Cloud
  • REST API: expenses
  • Function: Integrate all operational costs for analytics.
 3.19. Receipt Bank (Dext)
  • Trigger: New Receipt
  • Function: OCR and auto-categorize uploaded receipts.
 3.20. Gusto
  • API: PayrollReports
  • Function: Import payroll data for instructor wage breakdowns.
 3.21. Trello
  • Trigger: Card Created in Expenses List
  • Function: Visualize outstanding/unpaid bills.
 3.22. Slack
  • Action: Incoming Webhook
  • Function: Post summary stats or urgent notifications on budget overages.

Benefits

 4.1. Eliminates manual data entry and minimizes errors.
 4.2. Centralizes spend and revenue data for real-time profitability snapshots.
 4.3. Increases actionable financial transparency for key business decisions.
 4.4. Enhances budgeting discipline and highlights cost-saving opportunities.
 4.5. Empowers owners/instructors with automatic, class-level and aggregate P&L.
 4.6. Enables faster, more accurate reporting for stakeholders or investors.