Expense tracking for training providers
Coursebricks is expense tracking for training providers. Record room hire, catering, materials and trainer fees against the course they belong to, see what each course really costs, and send expenses to Xero without re-keying them.
See what each course really costs.
Coursebricks links each expense to a course, so room hire, catering, materials and trainer fees sit with the course that caused them.
- Every cost for a course in one list
- Filter expenses by course, category or status
- Save the filters you use as a view
Keep every receipt with its expense.
Each Coursebricks expense records the amount, tax, who was paid and when, with the receipt or invoice attached. Coursebricks works out the amount excluding tax for you.
- Receipts and invoices attached as PDFs or images
- Tax rate applied and the amount excluding tax calculated
- Each expense a draft until someone approves it
Group costs your way, with Stripe fees added for you.
Admins create colour-coded expense categories in Coursebricks, such as room hire or catering. Stripe fees and other costs have their own built-in categories.
- Stripe fees recorded automatically as approved expenses
- Your own categories for trainer fees, catering or travel
- A colour for each category
Send course expenses to Xero without re-keying them.
Switch on sync to accounting for an expense in Coursebricks and choose the bank account it was paid through. Coursebricks sends the expense to Xero for you.
- Expense categories mapped to your Xero accounts
- Each expense sent to the Xero connection for its currency
- Sync status and history on every expense
How to track course expenses in Coursebricks
Coursebricks takes a course expense from the receipt to your accounting software in four steps.
- Step 1
Set up your expense categories
Add your own categories, such as room hire or catering. Categories for trainer costs and Stripe fees are already there.
- Step 2
Log the expense against a course
Enter the amount, tax rate and who was paid, link the expense to its course and attach the receipt or invoice.
- Step 3
Approve the expense
Approve the expense once it is checked. Stripe fees from card payments arrive already approved.
- Step 4
Send it to Xero
Switch on sync to accounting and pick the bank account the expense was paid through. Coursebricks sends the expense to Xero.
Expense Tracking for Training Providers FAQs
Expense tracking for training providers records what each course costs to deliver. Coursebricks links expenses to courses, keeps receipts with each expense, records Stripe fees automatically and syncs expenses to Xero.
What is expense tracking for training providers?
Expense tracking for training providers records what each course costs to deliver, such as room hire, catering, materials and trainer fees. Coursebricks is expense tracking for training providers: each expense is linked to a course, keeps its receipts and category, and can sync to Xero.
How is Coursebricks expense tracking different from a spreadsheet or a general expense app?
Coursebricks expense tracking keeps costs in the same system as the courses they belong to. A spreadsheet or general expense app holds expenses apart from your schedule, bookings and payments. In Coursebricks each expense is linked to its course, Stripe fees are recorded automatically, and expenses sync to Xero.
Can I link an expense to a specific course?
Yes. Every expense in Coursebricks can be linked to a course, so you can see what that course really costs. Filter expenses by course, category or status, and save the filters you use as a view.
Can I attach receipts to a course expense?
Yes. Each Coursebricks expense keeps its receipts and invoices attached, as PDFs, documents, spreadsheets or images. The expense also records the amount, currency, tax rate, who was paid and when, and Coursebricks calculates the amount excluding tax.
Can I create my own expense categories?
Yes. Admins create colour-coded expense categories in Coursebricks, such as room hire or catering. Categories for Stripe fees and other costs are built in.
Are Stripe fees recorded as expenses automatically?
Yes. When a learner pays by card through your Stripe account, Coursebricks records the Stripe fee as an approved expense automatically. Every Stripe fee is grouped in its own Stripe fees category.
Do course expenses sync to Xero?
Yes. Switch on sync to accounting for a Coursebricks expense, choose the bank account it was paid through, and the expense is sent to Xero. Expense categories are mapped to your Xero accounts, and each expense shows its sync status and history.
Can expenses be checked and approved before they reach the books?
Yes. Each Coursebricks expense stays a draft until someone approves it, and expenses waiting for approval show on the dashboard. Approved expenses have editing restrictions, so the figures you report stay reliable.
How much does Coursebricks expense tracking cost?
Coursebricks costs $139 per month, or $1,500 billed yearly ($125 per month), with every feature included. Expense tracking comes with scheduling, bookings, payments and Xero sync, plus unlimited admin licenses and unlimited registrations with no per-registration fees. The free trial gives 3 months of full access with no credit card.
And much more
Everything else a training provider needs, in one plan.
Coursebricks also runs certificates, invoicing, waitlists, e-signatures, trainer and learner portals, reporting and more. Every feature is included in one plan, with nothing extra to buy.
Spend less time on admin and more time training.
See how Coursebricks fits the way you run courses, or try it free for three months. No credit card needed.