What a store must submit before a local expense is approved and paid.
A store expense approval checklist is the short form a store manager fills whenever the store needs to spend money locally, such as a repair, a courier, housekeeping supplies or a small event. It collects everything the approver needs in one place: what the expense is, who the vendor is, the amount in rupees, a photo of the GST invoice, the reason, the budget head and how urgent it is. The Store Manager raises it as needed, and the Area Manager approves or rejects it. It is an approval, not an audit, so there is no score. A complete request is usually approved the same day, while a missing invoice sends it straight back.
Free. No form. The workbook has the same columns as the table below, with the score formula and a fatal-item check in place.
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 1 | Expense type | What kind of expense is this, such as repair, housekeeping, courier, local purchase or event? | Text | No | One expense type from the brand's list, with a short description of the item or service. |
| 2 | Vendor and GSTIN | Which vendor supplied the goods or service, and what is their GSTIN? | Text | No | Vendor's registered name as on the invoice and a 15 character GSTIN, or unregistered noted. |
| 3 | Amount in rupees | What is the total amount in rupees, including GST? | Number | No | Total from the invoice including GST, matching the invoice to the rupee. |
| 4 | Date of expense | On what date was the expense incurred or the work done? | Text | No | Date in day, month and year, matching the date printed on the invoice. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 5 | GST invoice photo | Can you attach a clear photo of the GST invoice or bill? | Photo | Required | Whole invoice in frame, vendor GSTIN, invoice number, date and total readable. |
| 6 | Work or item photo | Can you attach a photo of the work done or the item bought, before and after where it applies? | Photo | Optional | Shows the repaired fixture or purchased item in the store, before and after for repairs. |
| 7 | Quotes compared | Which other quotes were taken, and why was this vendor chosen? | Text | No | Names at least one other quote with its amount, or explains why only one was possible. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 8 | Reason for expense | Why does the store need this expense now? | Text | No | One or two lines on what broke or ran out and how it affects customers or staff. |
| 9 | Budget head | Which budget head does this expense go against, such as maintenance, VM, housekeeping or local marketing? | Text | No | One budget head from the brand's list, matching the expense type above. |
| 10 | Urgency level | How urgent is this, and what happens to the store if it waits a week? | Text | No | Marks urgent, this week or can wait, with the effect on the store in one line. |
Loaded into BorentisOps, each required photo is live, GPS and time-stamped, so a photo from yesterday or another store does not pass. Where the brand has a docket or display standard, Drishti scores the photo against it and marks the misses. Every fail raises a ticket with an owner and a deadline, and the area manager sees the store on a heat map before the next visit.
The checklist runs offline and syncs when signal returns, in Hindi, English and Hinglish, and the operations score sits next to the store's selling score from Borentis Floor on one store card. Pricing is per store, so every store manager and staff member in the store is on the app.
Without a GST invoice the brand cannot claim input tax credit on the expense, and finance has no proof the money was spent as described. A photo taken at the time of the request, rather than a paper bill sent at month end, means nothing gets lost between the store and the head office. Requests without an invoice are sent back before they reach the approver.
That is set by each brand. Most brands set a limit per request and per month, above which the approval moves from the Area Manager to the Regional Head. In BorentisOps the approval route follows the amount, so a request above the limit goes to the right person automatically. The checklist itself stays the same whatever the amount.
A maintenance ticket says something is broken and needs fixing. An expense approval says the store wants to spend money, on a repair or on anything else. Often a ticket leads to an expense: the AC fails, a ticket is raised, a local technician quotes, and the Store Manager raises this checklist with the quote and invoice so the spend is approved and paid.
Yes. The Excel download keeps the same columns BorentisOps uses: section, item, question, answer type, photo rule, weight and fatal flag, so it imports as a checklist without retyping. A Borentis onboarding person maps the roles and stores, sets who fills it and who reviews it, and schedules it so it reaches the right phone at the right time. You can edit, add or remove items before or after the import.