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CAPEX/OPEX Tracker — Overview
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⚙️ Admin
🚪 Sign Out
📥 Export to CSV
📊 Export Forecasts
📤 Import CSV
📅 Expiry Overview
Filters & Options
Admin
Manage reference data used across the tracker.
🏷️
Projects
Create and manage project tags with custom colours. Used to allocate employees and tools to cost centres.
👤
Managers
Add and edit managers. Managers can be assigned to employees and tools to track ownership and team costs.
🏢
Hiring Entities
Manage the legal entities that employees are hired under, used for headcount reporting and entity-level breakdowns.
💱
Currencies
Add and remove currencies used across employees and tools. EUR is always present.
📈
FX Rates
Cached exchange rates from frankfurter.app (base: EUR), used to convert tool and employee costs.
💰
Initialise Future Years
Carry budgets, forecasts, allocations and contract/card expiries forward from an existing year into a future one.
📤
Import CSV
Import employee or tool data from a CSV file. Existing records will be updated; new ones added.
📅
Expiry Overview
View upcoming and expired virtual credit cards and tool contracts, sorted by expiry date.
🔍
Budget Currency Audit
Find tools whose actuals are in a different currency than the budget, then fix each one.
📈
Forecasts without actuals
Review tools with a forecast set but no bill received yet — flag stale ones (expected month passed) and see what's still pending.
💾
Backup & Restore
Download a full JSON snapshot of the database, or restore from a previous backup. Restore is admin-only and destructive.
🔐
Budget Year Locks
Freeze a year's confirmed budgets. While locked, no one can change or unlock that year's budgets, and new tools are added without a budget. Admins only.
🩺
Data Health
Highlights missing allocations, expired contracts, and gaps in cost data for the current year.
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📋
Audit Log
A record of all creates, updates, and deletes. Once SSO is enabled, entries will show the user who made each change.
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📤 Import CSV
📂
Click to choose a CSV file, or drag and drop
Initialise Future Year
Select years to preview…
Copy budgets: annual budget per tool, from source to target. Skips tools already budgeted in target unless overwrite is ticked.
Copy allocations & roll expiries: employee/tool project splits from source to target (skips any month already present), plus contract_expiry and card_expiry dates for tools whose current expiry falls in the source year roll forward by one year.
Copy forecasts: per-year annual forecast overrides. Defaults off because forecasts often need fresh review each year (mid-year additions, cancelled subscriptions, etc.).
A confirmation prompt lists the exact changes before anything runs.
Backup & Restore
💾 Backup now
Take a snapshot of the current database. The daily cron also pushes a copy to the cloud at 03:00 UTC — use these to trigger one on demand.
☁ Restore from cloud backup
Pick a backup from S3 (uploaded by the daily cron or a manual push). Runs a dry-run first, then asks for confirmation.
⚠ Destructive — overwrites every table.
⬆ Restore from local file
Upload a backup JSON from your computer. Same dry-run + confirm flow as the cloud option.
⚠ Destructive — overwrites every table. Not recoverable via the app.
Restore options are hidden for non-admin users.
Restore from cloud backup
Backups stored in S3, newest first. Selecting one runs a dry-run first, then asks for confirmation before overwriting the current database.
⚠ Destructive — the current database will be wiped and replaced by the chosen backup.
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Forecasts without actuals —
Tools listed here have a per-year forecast set but no actual bill has landed yet in this year. Stale = expected billing month has passed. Pending = still ahead.
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Budget Currency Audit
Tools below have actuals recorded in a different currency than the tool's budget currency. Pick the appropriate fix per row — only you know which mistake was made when the budget was entered.
Scope: each fix updates the tool's stored currency and any budget rows for the current year and future years. Past-year budgets are left as historical record so old reports don't retroactively change.
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Manage Currencies
Add Currency
FX Rates
Cached exchange rates from frankfurter.app (base: EUR). Used to convert tool and employee costs to your display currency.
Employee Coverage by Project
Spend by Project (Annual Tool Budget)
By Hiring Entity
Breakdown by Manager
Spend by Payment Type
Monthly Tool Spend (Actual Invoiced)
Monthly Spend vs LE1 Forecast
Items per page:
Monthly Totals
Year-to-Date Summary 2026
CAPEX
€0
Budget
€0
vs Budget
€0
% of Budget
0%
OPEX
€0
Budget
€0
vs Budget
€0
% of Budget
0%
Overall
€0
Annual Budget
€0
Trending Towards
€0
vs Budget
€0
% of Budget
0%
Annual Budget Breakdown by Project
Monthly Breakdown by Project
Annual Budget Breakdown by Project
Monthly Breakdown by Project
Breakdown by Hiring Entity