Partner Spend Record

Each partner logs what they paid for the firm out of their own pocket, and on the 1st the site says who owes whom.

Who this is for

Sneha Kulkarni runs a chartered accountant's practice above a sari shop in Nashik. It is her, three articled clerks, and about forty clients, half of them partnership firms with two or three partners. Every month the same hour vanishes: a partner walks in with a plastic folder of cash bills, saying the other one has been paying for everything and wanting to know where they stand. Sneha wants to hand that firm a login instead of a lecture, and charge four hundred rupees a month for it.

How the job is done today

The bills go into a WhatsApp group called Firm Expenses. A photo of a diesel slip, a photo of an electrician's chit, sometimes just a message saying paid 3,200 to the carpenter, no bill. One partner keeps a small diary in the drawer and forgets it for eleven days. At month end Sneha's clerk scrolls the group from the top, writes the amounts on a ruled sheet, calls both partners to ask what a 4,200 entry was for, and one of them says he already gave that cash back in July. Nobody can prove it. The sheet gets redone twice and the firm still settles by argument.

The screens, in order

1. Set up the firm — Sneha adds a client firm, its partners with their phone numbers, and the share each partner is meant to bear.
2. Add a spend — A partner standing at the counter records what they just paid, in under twenty seconds, with a photo of the bill if there is one.
3. This month's entries — Shows every partner the same running list so a wrong entry gets questioned the same week instead of in April.
4. Who owes whom — Turns the month's entries into one plain line: this partner hands this partner this much.
5. Cash handed over — Records that the cash moved outside the app, once the partner receiving it says yes it came.
6. Month sheet — Gives Sneha a printable page of the firm's month with the bill photos attached, ready for the books.

What it keeps track of

• Firms — name of the firm, which partners are in it, what share each partner bears, which accountant looks after it, monthly fee
• Partners — name, phone number, which firm, whether they can close a month
• Spends — which partner paid, how much, what it was for, which day, cash or UPI, photo of the bill, which firm, disputed or accepted
• Settlements — who handed cash to whom, how much, which day, which month it clears, who confirmed receiving it

The one decision that matters

The real choice is who gets to close a settlement. One way: the partner who hands over the cash taps settled and the month shuts. Faster, and it matches how they already behave. The other way: the partner receiving the cash has to confirm before the month shuts. Go with the receiver confirming. Since no money passes through the site, the entry is the only evidence there is. If the payer alone can mark it done, the record is a claim, and the first time two partners disagree the whole thing goes back to the WhatsApp group. A confirmed receipt is something Sneha can put in front of both of them without taking a side.

What to leave out of the first version

Leave out expense heads and any tax classification. No dropdown of forty categories at the moment a partner is standing outside a hardware shop with wet hands. Let them type petrol or carpenter in their own words. Sneha's clerk classifies it properly at month end anyway, which is the work she is being paid for. A dropdown here does not save her an hour, it just stops partners from logging at all, and an unlogged spend is the one problem this whole thing exists to fix.

How you would know it worked

On the 3rd of the month, two partners of a Nashik firm settle in cash in the shop itself, without anyone scrolling the WhatsApp group for old photos, and Sneha's clerk does not make a single phone call asking what an amount was for.

Build it

Paste this in and let it run.

I am a chartered accountant in Nashik and I want a website I can give to my partnership firm clients, where each partner records money they have spent for the firm out of their own pocket, mostly cash, with the amount, the date, a line in their own words about what it was for, and a photo of the bill if they have one. Every partner should see the same running list so nobody argues about it later. At month end it should work out who owes whom and how much, in one line, using the shares I set for that firm. When the cash is actually handed over, the partner receiving it confirms it and the month closes. Partners log in with their phone number and an OTP. I should be able to open any of my client firms and print that month's sheet with the bill photos for the books.