Aura EMS

Aura is an enterprise petty cash management and fleet mileage valuation mobile application. This is the official mobile application of Aura’s Greydesk Instance, customized for their organization to manage field operations, site custodians, drivers, and project managers. To get your own customized Greydesk instance for your organization, reach out to sales@greymore.tech, hello@konceptslab.com, or visit https://greydesk.in. OVERVIEW Managing field expenses, petty cash floats, and vehicle mileage across remote job sites, depots, and regional offices often leads to lost receipts, manual reconciliation delays, and audit vulnerabilities. Aura eliminates these bottlenecks by providing an auditable, real-time mobile platform connecting field personnel with finance and management teams. KEY CAPABILITIES & MODULES 1. Live Petty Cash Wallet & Float Management • Monitor site and personal cash float balances in real time. • Enforce financial governance with Segregation of Duties (approvals validate requests; live balances update only upon physical disbursement by finance cashiers). • Conduct shift-based cash-in-hand declarations with automated surplus/shortage variance calculation. • Request standard float replenishments or urgent pre-spend advances directly from the field with transparent justification. 2. Receipt Capture & Expense Tracking • Instantly capture receipt photos, cash vouchers, and tax invoices using the device camera or photo library. • Built-in duplicate invoice guard analyzes vendor payee, invoice number, amount, and date to prevent duplicate submissions. • Itemize expenses with cost code allocation, project site cost centers, and 5% VAT separation. • Track expense review statuses from draft to submitted, approved, and reimbursed. 3. Claim Batching & Printable Vouchers • Bundle multiple verified receipts into structured, organized expense claims. • Generate printable Petty Cash Voucher (PCV) PDFs for accounting records and audit archives. • Monitor claim progression across approval and disbursement pipelines. 4. Fleet Trip & Mileage Valuation Engine • Select assigned fleet vehicles and record business journeys with ease. • Capture start odometer photos along with verified GPS start locations. • Complete trips with closing odometer readings to trigger automated distance calculations based on configured vehicle kilometer rates. • Built-in anomaly engine flags odometer continuity gaps, excessive trip lengths, and unclosed journeys. • Convert verified mileage logs into petty cash reimbursement claims with a single tap. 5. Approvals & Administrative Oversight • Managers and approvers can inspect line items, review receipt photos, and accept or return expense submissions. • Multi-level sign-off matrix ensures adherence to operational spend thresholds. • Complete time-stamped digital audit trails across all transactions. ORGANIZATION ACCESS & ACCOUNT PROVISIONING Aura is a dedicated enterprise application. User account registration and organization setup are handled centrally by your organization’s administrator through the Greydesk web management system. There is no public self-registration or in-app purchasing mechanism inside the mobile app. Users log in securely using enterprise credentials issued directly by their organization. ACCOUNT DELETION & DATA PRIVACY In compliance with Apple and Google data privacy requirements: • Users can initiate the permanent deletion of their account and personal data directly within the app by navigating to: Drawer / Profile -> Delete Account. • Data retention policies are maintained in accordance with enterprise data protection standards and statutory financial audit retention requirements. CONTACT & RESOURCES • Platform Website: https://greydesk.in • Enterprise Inquiries: sales@greymore.tech • Developer Support: hello@konceptslab.com • Privacy Policy & Terms: https://greydesk.in