# Income, expenses and budget management — AI City Technologies Source: https://aicity.am/features/en/budget Language: en Availability depends on the user’s role, enabled building services and compatible equipment. ## Income, expenses and budget management https://aicity.am/features/en/budget Plan, record and compare without piecing the picture together from separate spreadsheets. ### Plan the budget https://aicity.am/features/en/budget#budget-1 Plan the building’s income and expenses by category, then compare the plan with actual amounts. Monthly and annual views and charts show collections, spending and where actual figures differ from the budget. #### Income and expense plans by category https://aicity.am/features/en/budget#budget-1-detail-1 Allocate expected income and spending by category to prepare the building’s financial plan. #### Compare planned and actual amounts https://aicity.am/features/en/budget#budget-1-detail-2 Compare planned and actual amounts in the same view to identify differences from the budget. #### Monthly and annual views https://aicity.am/features/en/budget#budget-1-detail-3 Change the reporting period to understand both the current month and the overall year. #### Collection and budget trend charts https://aicity.am/features/en/budget#budget-1-detail-4 Use charts to follow collection and budget trends alongside individual figures. ### Document every expense https://aicity.am/features/en/budget#budget-2 Record each expense’s purpose, date, amount and recipient, with its receipt or supporting document attached. Cash and bank movements appear in the records, while the edit and approval history explains how the expense was entered. #### Expense category, date, amount and recipient https://aicity.am/features/en/budget#budget-2-detail-1 Record the essential expense details so its purpose, date and recipient remain clear later. #### Attach receipts and supporting documents https://aicity.am/features/en/budget#budget-2-detail-2 Keep supporting documents with the expense entry so they are easy to find during later review. #### Record cash and bank movements https://aicity.am/features/en/budget#budget-2-detail-3 Record both cash and bank movements to maintain a complete view of spending. #### Keep edit and approval history https://aicity.am/features/en/budget#budget-2-detail-4 Review how an expense was edited and when it was approved if questions arise later. ### Payroll and recurring costs https://aicity.am/features/en/budget#budget-3 Teams can maintain payroll records and plan recurring expenses, grouped by purpose. Export data for a chosen period to review regular costs and prepare reports. #### Track staff payroll https://aicity.am/features/en/budget#budget-3-detail-1 Maintain staff payroll records together to track the building’s related expenses. #### Plan recurring expenses https://aicity.am/features/en/budget#budget-3-detail-2 Plan recurring costs in advance so they are included in the relevant period’s budget. #### Group costs by purpose https://aicity.am/features/en/budget#budget-3-detail-3 Group related expenses under the same category to see how much is spent on each area. #### Export reports for a selected period https://aicity.am/features/en/budget#budget-3-detail-4 Download a report for the selected period to discuss, compare or retain with accounting records. ### AI support for accounting https://aicity.am/features/en/budget#budget-4 From a receipt photo, Arega helps prepare expense details and suggests a category. It can also help match a bank entry to a budget item; an accountant checks and records the final information. #### Extract draft details from a photographed receipt https://aicity.am/features/en/budget#budget-4-detail-1 Start preparing an expense from the receipt photo, then compare the extracted details with the original. #### Suggest an expense category https://aicity.am/features/en/budget#budget-4-detail-2 Use the suggested expense category as a starting point and select the appropriate classification. #### Help match a bank entry to the budget https://aicity.am/features/en/budget#budget-4-detail-3 A matching suggestion helps identify which budget category a bank transaction may belong to. #### Record only after a responsible person reviews it https://aicity.am/features/en/budget#budget-4-detail-4 The responsible person reviews the prepared information before it is entered into the records. ### Organised expense categories https://aicity.am/features/en/budget#budget-categories Build a clear expense structure for your organisation with groups and subcategories. Manage repeated names and unused categories while retaining earlier records. #### Groups and subcategories https://aicity.am/features/en/budget#budget-categories-detail-1 For example, separate cleaning, repairs and materials within the building-maintenance expense group. #### Display order https://aicity.am/features/en/budget#budget-categories-detail-2 Arrange categories to suit the team’s workflow so frequently used ones are easy to find. #### Alternative names https://aicity.am/features/en/budget#budget-categories-detail-3 Save common alternative category names to recognise expenses described in different ways. #### Merge categories https://aicity.am/features/en/budget#budget-categories-detail-4 Review the affected entries before merging duplicate categories. #### Archive and restore https://aicity.am/features/en/budget#budget-categories-detail-5 Remove an unused category from active selection and restore it when needed, retaining past expenses. ### Staff payroll records https://aicity.am/features/en/budget#budget-payroll Keep staff records and monthly payroll entries in one system. Review planned, paid and cancelled amounts without gathering separate spreadsheets. #### Staff register https://aicity.am/features/en/budget#budget-payroll-detail-1 Add staff members, update their work details and manage the list used for payroll records. #### Monthly payroll entries https://aicity.am/features/en/budget#budget-payroll-detail-2 Record each staff member’s amount for the month and its current payment status. #### Generate recurring entries together https://aicity.am/features/en/budget#budget-payroll-detail-3 Generate recurring payroll entries together to reduce repeated monthly data entry. #### Record payment status https://aicity.am/features/en/budget#budget-payroll-detail-4 Mark a payroll entry as paid or cancelled to keep the overview current. This record does not itself execute a bank transfer. #### Payroll summary https://aicity.am/features/en/budget#budget-payroll-detail-5 Open the overall list or an individual payroll entry to review amounts and statuses. ### Reconcile bank movements with the budget https://aicity.am/features/en/budget#budget-bank-reconciliation Compare bank transactions with recorded budget income and expenses. Review discrepancies and incorrect links under responsible-person control. #### Discrepancy list https://aicity.am/features/en/budget#budget-bank-reconciliation-detail-1 Find transactions whose bank and budget records have not yet been reconciled. #### Link matching entries https://aicity.am/features/en/budget#budget-bank-reconciliation-detail-2 After review, link the bank and budget records for the same transaction. #### Remove an incorrect match https://aicity.am/features/en/budget#budget-bank-reconciliation-detail-3 If different transactions were matched incorrectly, remove the link and review the correct match. #### Reconciliation adjustments https://aicity.am/features/en/budget#budget-bank-reconciliation-detail-4 With the required permission, record an eligible adjustment so the reconciliation reflects verified information.