CrickTeams

Expenses

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Overview

The Expenses feature in CrickTeams allows managers and players to submit, track and approve club-related expenses. Whether it is a meal during a match day, equipment purchased for the club or an umpiring fee, all expenses can be logged and managed in one place.

This guide covers everything you need to know about submitting expenses, understanding expense types and scopes, the approval process and how limits work across clubs.

To access the Expenses page:

  1. Log in to CrickTeams as a Manager or Player
  2. Click Expenses from the left navigation menu
Screenshot pendingMobile — Expenses on Profile Pagemedia-id: 18b34bfc-505e-4089-8736-aba060704351 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
On mobile the Expenses section is accessed via the Profile page — tap the Profile icon in the bottom navigation bar
Screenshot pendingExpenses Page — Manager Viewmedia-id: d8e5339c-6da7-4848-8fef-e3706ce784cb Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Expenses page showing usage counters, filters, and the expense list with status badges
Screenshot pendingMobile — Expenses Page Empty Statemedia-id: e4fba232-ae21-44e2-b630-b5c2453dfe3c Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Expenses page on mobile when no expenses have been submitted yet

Expense Categories

All expenses in CrickTeams are categorised into two main groups — Personal and Non-Personal. Understanding this distinction is important because it determines how the expense is approved and which limit it counts toward.

Personal ExpensesNon-Personal Expenses
Submitted by an individual player or manager for themselvesSubmitted for the club, tournament, match or practice as a whole
Automatically approved — no manager action requiredRequire manager approval before being finalised
Receipt/attachment is optionalReceipt/attachment is mandatory
Count toward the Personal Expenses limit (e.g. 40/year)Count toward the Non-Personal Expenses limit (e.g. 200/year)
Example: Meal during match day, travel to a matchExample: Equipment purchase, umpiring fee, venue fee
Scope is always PersonalScope can be Club, Tournament, Match or Practice

Expense Types

When creating an expense you must select an Expense Type that best describes what the expense is for. The following types are available:

Screenshot pendingExpense Type Dropdownmedia-id: 2d69b696-be85-4947-bb50-76cb8486d7bc Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
Select the Expense Type that best describes your expense — Equipment, Travel, Meals, Umpiring Fee, Event/Location Fee or Miscellaneous
Screenshot pendingMobile — Expense Typesmedia-id: a6047e42-0298-4d3e-b3cf-85e8939d9b1a Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Expense Type selector on mobile — choose the category that best describes the expense
Expense TypeCategoryExample Use
EquipmentNon-PersonalBats, pads, balls, training cones purchased for the club
TravelPersonal or Non-PersonalPlayer’s travel cost to a match or club transport booking
MealsPersonal or Non-PersonalPlayer’s meal on match day or team lunch organised by the club
Umpiring FeeNon-PersonalFee paid to an umpire for officiating a match
Event/Location FeeNon-PersonalGround booking fee, venue hire cost
MiscellaneousPersonal or Non-PersonalAny other expense that does not fit the above categories

Expense Scope

Expense Scope determines what the expense is related to. Selecting the right scope helps organise expenses for reporting and filtering.

Screenshot pendingExpense Scope Dropdownmedia-id: cbd2fa7d-b230-4abb-aa2e-4d467b7b6f50 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
Select the Expense Scope — Personal expenses are auto approved while all other scopes require manager approval and a mandatory attachment
Screenshot pendingMobile — Expense Scopemedia-id: e2d2aab5-51db-496d-af38-32fc918be492 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Expense Scope selector on mobile — choose the context for the expense such as Personal, Club, Tournament, Match or Practice
ScopeCategoryWhen to Use
ClubNon-PersonalExpense is for the overall club — equipment, admin costs, etc.
TournamentNon-PersonalExpense is related to a specific tournament — entry fees, etc.
MatchNon-PersonalExpense is for a specific match — umpiring, ground fee, etc.
PracticeNon-PersonalExpense is for a specific practice session — venue hire, etc.
PersonalPersonalExpense is personal to the submitter — meal, travel, etc. Auto approved.

Creating an Expense

Both managers and players can create expenses. The form and approval process differ depending on whether the expense is personal or non-personal.

Step 1 — Open the New Expense form

  1. Go to Expenses from the left navigation menu
  1. Click the + ADD EXPENSE button in the top right corner
  2. The New Expense form opens

Step 2 — Fill in expense details

  1. Select an Expense Type from the dropdown — Equipment, Travel, Meals, Umpiring Fee, Event/Location Fee or Miscellaneous
  2. Select an Expense Scope — Club, Tournament, Match, Practice or Personal
  3. Enter a Description of the expense — maximum 500 characters
  4. Enter the Amount in dollars
  5. Upload a receipt or supporting document if required
  6. Click Create Expense to submit

Receipts and Attachments

  • Non-Personal expenses (Club, Tournament, Match, Practice scope): receipt/attachment is MANDATORY — you cannot submit without one
  • Personal expenses: receipt/attachment is OPTIONAL — you can submit without one
  • Accepted file types: JPEG, PNG, PDF
  • Maximum file size: 10MB per file
  • You can upload up to 3 attachments per expense

Expense Statuses

Each expense has a status badge that shows where it is in the approval process.

StatusBadge ColourWhat It Means
Auto ApprovedGreenThe expense was personal scope and was automatically approved the moment it was submitted — no manager action needed
PendingYellowThe expense is non-personal and is waiting for a manager to review and approve or reject it
ApprovedGreenA manager has reviewed and approved the non-personal expense
RejectedRedA manager has rejected the expense — it is sent back to the creator who can review and resubmit
Screenshot pendingExpense Status — Auto Approved (Personal)media-id: 7c460fec-7e31-4d68-ab22-ef898c0fb535 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
A personal expense showing Auto Approved status — no manager action was required
Screenshot pendingMobile — Auto-Approved Personal Expensemedia-id: c73453ad-ae42-4415-bd46-2459ac9fd479 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
A personal expense on mobile showing Auto Approved status — personal expenses are approved automatically
Screenshot pendingExpense Status — Pending Approval (Non-Personal)media-id: 504d172c-5d44-4891-8f18-5a7508acfdf2 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
A non-personal expense showing Pending status — a manager must approve or reject it
Screenshot pendingMobile — Expense Submitted by Player Pending Approvalmedia-id: 9175e822-b900-42c2-bd4b-8e5aa3749a0b Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
A non-personal expense submitted by a player on mobile showing Pending status awaiting manager approval

Manager View — Approving Expenses

Managers see additional tabs on the Expenses page that allow them to review and manage expenses submitted by all club members.

When a manager creates a non-personal expense themselves, it goes directly to Approved status (not Pending).

Manager Expense Tabs

  • My Expenses: expenses submitted by the manager themselves
  • Pending Approval: non-personal expenses from all club members waiting for manager approval
  • Approved: non-personal expenses that have been approved by a manager
Screenshot pendingManager View — Pending Approval Tabmedia-id: dd457e1d-8c45-4580-ab1c-f68d6862e504 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Manager view showing the Pending Approval tab — review and approve or reject non-personal expenses here
Screenshot pendingMobile — Pending Approval Tab (Manager)media-id: 64b27682-60bc-4b21-bb25-cc2c9dae3323 Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
The Pending tab on mobile showing expenses submitted by players that are awaiting manager approval
Screenshot pendingMobile — Pending Expense Detail (Manager)media-id: 8a8c4eec-9e88-40cc-9a38-1e0a97903b3e Run npm run ingest-screenshots to pull this from Confluence and upload to Firebase Storage. Until then the placeholder ships to staging only.
Expense detail page on mobile showing a pending expense with Approve and Reject options for the manager

How to Approve or Reject an Expense

  1. Go to Expenses and click the Pending Approval tab
  2. Review the expense details — description, type, scope, amount and attached receipt
  3. Click on the expense row to open the full expense detail and review the attachment
  4. To approve: check the checkbox next to the expense and click Approve — or click the Approve button inside the detail view
  5. To reject: click Reject — the expense is sent back to the creator with a rejected status
  6. The creator is notified of the decision

Expense Usage Limits

Your CrickTeams subscription includes limits on how many expenses can be submitted. There are two separate limits — one for Personal expenses and one for Non-Personal expenses.

Understanding the Two Counters

  • Personal Expenses counter: tracks the number of personal-scope expenses submitted by you (the logged-in user) against your plan’s personal expense limit
  • Non-Personal Expenses counter: tracks all non-personal expenses (Club, Tournament, Match, Practice scope) submitted this year
  • Both counters reset at the start of each calendar year
  • If either limit is reached the + ADD EXPENSE button will be disabled for that category

Cross-Club Limit — Important Rule

If a player or manager is a member of multiple clubs and any one of those clubs is on a Pro or Premium plan, the higher plan’s expense limit applies across ALL clubs that person belongs to — not just the Pro/Premium club.

ScenarioExpense Limit Applied
Player is in Club A (Free) onlyFree plan limit applies — lower limit
Player is in Club A (Free) and Club B (Pro)Pro plan limit applies to all clubs — higher limit applies across both clubs
Player is in Club A (Pro) and Club B (Premium)Premium plan limit applies to all clubs — highest limit applies
Player is in Club A (Free) and Club B (Free)Free plan limit applies — lower limit

Searching and Filtering Expenses

The Expenses page has several tools to help you find and organise expense records quickly.

  1. Click the Search by player name or description bar
  2. Type a player name or expense description
  3. The list filters in real time to show matching results

Filter by Type

  1. Click the Type dropdown
  2. Select a specific expense type — Equipment, Travel, Meals, Umpiring Fee, Event/Location Fee or Miscellaneous
  3. Select All to show all types

Filter by Scope

  1. Click the Scope dropdown
  2. Select a scope — Club, Tournament, Match, Practice or Personal
  3. Select All to show all scopes

Sort Expenses

  1. Click the Sort button to sort the expense list
  2. Sort by Amount, Created date or Updated date in ascending or descending order

Validations

CrickTeams enforces the following rules when creating or managing expenses.

Creating an Expense

Errors

  • Leaving Expense Type, Expense Scope or Description empty
  • Entering an invalid or zero amount
  • Submitting a non-personal expense without a receipt or attachment — attachments are mandatory for Club, Tournament, Match and Practice scope
  • Uploading an attachment that is not JPEG, PNG or PDF format
  • Uploading an attachment larger than 10MB
  • Uploading more than 3 attachments on a single expense

Expense Limits

Errors

  • Trying to create a personal expense when the Personal Expenses limit for the year has been reached
  • Trying to create a non-personal expense when the Non-Personal Expenses limit for the year has been reached

Approval

Errors

  • Only managers can approve or reject non-personal expenses — players cannot approve expenses
  • A personal expense cannot be rejected — it is always auto-approved at the point of submission

Frequently Asked Questions

What is the difference between a Personal and a Non-Personal expense?

Personal expenses are for the individual submitter — such as a meal or travel cost — and are automatically approved the moment they are submitted. Non-personal expenses are for the club, a tournament, match or practice — such as equipment or venue fees — and require a manager to review and approve them before they are finalised.

Do I need to attach a receipt for every expense?

It depends on the scope. Non-personal expenses (Club, Tournament, Match, Practice scope) require a mandatory attachment — you cannot submit without one. Personal expenses do not require an attachment but you can still upload one if you have it.

Why is my expense showing as Pending?

Your expense has a non-personal scope (Club, Tournament, Match or Practice) and is waiting for a club manager to review and approve it. Personal expenses are approved automatically and never show as Pending.

What happens when my expense is rejected?

If a manager rejects your expense it is sent back to you with a Rejected status. You can review the expense, make any necessary changes and resubmit it. The rejected expense will appear in your My Expenses tab.

I am in multiple clubs — which expense limit applies to me?

If any of your clubs is on a Pro or Premium plan the higher plan’s expense limit applies across all your clubs. For example if you are in Club A (Free) and Club B (Pro) the Pro plan limit applies to your expenses in both clubs — not just Club B.

Can players approve expenses?

No. Only managers can approve or reject non-personal expenses. Players can only submit expenses and view their own expense status.

How many attachments can I upload per expense?

You can upload up to 3 attachments per expense. Accepted formats are JPEG, PNG and PDF with a maximum file size of 10MB per file.

Do expense limits reset each year?

Yes. Both the Personal Expenses and Non-Personal Expenses counters reset at the start of each calendar year. This means you get a fresh allocation of expenses every year based on your current subscription plan.

Can I edit an expense after submitting it?

Expenses in Pending status can be edited before a manager has reviewed them. Once an expense is Approved or Auto Approved it is finalised and cannot be changed. Rejected expenses can be edited and resubmitted.

  • Players — Manage club members and record player payments
  • Subscription — Understand your plan features and limits
  • Tournaments — Create and manage tournaments
  • Matches — Create and manage matches