🧾 SOP 17 — Expense / Bill Handover

SOP Name:         Expense / Bill Handover
Process Code:     BILL_HANDOVER_V1
Version:          V1
Owner:            Factory Supervisor / Accounts
Applies To:       Factory Supervisor, Accounts
Frequency:        Whenever a purchase/expense occurs
Last Updated:     2026-06-25
Review Frequency: Monthly

1. Purpose

Ensure all bills and expenses reach accounts correctly.

2. Who Is Responsible

Factory Supervisor — collects and forwards bills.
Accounts — records the expense.

3. When To Use This SOP

Every time a purchase or factory expense occurs.

4. Visual Process Flow

flowchart TD
A[Expense occurs] --> B[Collect bill]
B --> C[Photograph bill]
C --> D[Note purpose + supplier]
D --> E[Send to accounts]
E --> F[Store physical copy]

5. Step-by-Step Visual SOP

Collect the bill immediately.
Take a photo of the bill. [PHOTO: Bill]
Mention the purpose of the expense.
Mention the supplier/vendor.
Send to accounts.
Keep the physical copy safely.

6. Do / Don't

✅ Do	❌ Don't
Photograph the bill at once	Pocket bills and forget them
Note purpose + supplier + amount	Send a blurry, unreadable photo
Store the physical copy	Throw away the paper bill

7. Checklist

[ ] Bill collected
[ ] Photo taken
[ ] Supplier noted
[ ] Purpose noted
[ ] Amount visible
[ ] Sent to accounts
[ ] Physical copy stored

8. Records To Update

🔵 Expense register
🔵 Telegram bill photo to accounts
🔵 Future: Odoo account.move (vendor bill)

9. Escalation Rule

Inform Ram/Srinivasan for unusually large or unplanned expenses.

10. Common Mistakes

Sending a blurry/cut-off bill photo.
Not noting what the expense was for.
Losing the physical bill.

11. Improvement Suggestion

If you find a better way to do this process, add a comment below or submit an improvement request in the SOP Improvement Register.

Automation Readiness

Telegram command: /bill
n8n workflow:     wf_bill_handover_v1
Odoo object:      account.move
Approval role:    Accounts
Supabase table:   expense_bills
Status:           Future automation