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Course AS-031

Budget and Expense Tracking for Administrators

Many administrators are responsible for raising purchase requests, checking invoices, processing expense claims, managin... The outline covers Financial Basics for Administrators, Purchasing and Invoices, Expense Claims...

  • 5 daysClassroom or online
  • 49Upcoming dates
  • 12Cities
  • €1,825Fees from

Choose your format and date

  • 5 days
  • 09:00–14:00
  • Certificate of attendance

Classroom sessions

  1. 7–11 Dec 2026

    Frankfurt

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  2. 14–18 Dec 2026

    London

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  3. 21–25 Dec 2026

    Barcelona

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  4. 4–8 Jan 2027

    Barcelona

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  5. 11–15 Jan 2027

    Frankfurt

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  6. 18–22 Jan 2027

    Dubai

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  7. 25–29 Jan 2027

    London

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  8. 1–5 Feb 2027

    London

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  9. 8–12 Feb 2027

    Barcelona

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  10. 15–19 Feb 2027

    Frankfurt

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  11. 22–26 Feb 2027

    Geneva

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  12. 1–5 Mar 2027

    Istanbul

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  13. 8–12 Mar 2027

    London

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  14. 15–19 Mar 2027

    Barcelona

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  15. 22–26 Mar 2027

    Frankfurt

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  16. 5–9 Apr 2027

    Frankfurt

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  17. 12–16 Apr 2027

    Kuala Lumpur

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  18. 19–23 Apr 2027

    London

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  19. 26–30 Apr 2027

    Barcelona

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  20. 3–7 May 2027

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  21. 10–14 May 2027

    Frankfurt

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  22. 17–21 May 2027

    Madrid

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  23. 24–28 May 2027

    London

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  24. 7–11 Jun 2027

    Frankfurt

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  25. 14–18 Jun 2027

    London

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  26. 21–25 Jun 2027

    Barcelona

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  27. 5–9 Jul 2027

    Paris

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  28. 12–16 Jul 2027

    London

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  29. 19–23 Jul 2027

    Barcelona

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  30. 26–30 Jul 2027

    Frankfurt

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  31. 2–6 Aug 2027

    Frankfurt

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  32. 9–13 Aug 2027

    Rome

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  33. 16–20 Aug 2027

    London

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  34. 23–27 Aug 2027

    Barcelona

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  35. 6–10 Sep 2027

    Frankfurt

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  36. 13–17 Sep 2027

    London

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  37. 20–24 Sep 2027

    Barcelona

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  38. 4–8 Oct 2027

    London

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  39. 11–15 Oct 2027

    Barcelona

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  40. 18–22 Oct 2027

    Frankfurt

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  41. 25–29 Oct 2027

    Amsterdam

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  42. 1–5 Nov 2027

    Cape Town

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  43. 8–12 Nov 2027

    London

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  44. 15–19 Nov 2027

    Barcelona

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  45. 22–26 Nov 2027

    Frankfurt

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  46. 6–10 Dec 2027

    Frankfurt

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  47. 13–17 Dec 2027

    Dubai

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  48. 20–24 Dec 2027

    London

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  49. 27–31 Dec 2027

    Barcelona

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Online / Live sessions

  1. 7–11 Dec 2026

    Live virtual classroom

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  2. 14–18 Dec 2026

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  3. 21–25 Dec 2026

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  4. 4–8 Jan 2027

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  5. 11–15 Jan 2027

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  6. 18–22 Jan 2027

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  7. 25–29 Jan 2027

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  8. 1–5 Feb 2027

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  9. 8–12 Feb 2027

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  10. 15–19 Feb 2027

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  11. 22–26 Feb 2027

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  12. 1–5 Mar 2027

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  13. 8–12 Mar 2027

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  14. 15–19 Mar 2027

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  15. 22–26 Mar 2027

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  16. 5–9 Apr 2027

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  17. 12–16 Apr 2027

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  18. 19–23 Apr 2027

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  19. 26–30 Apr 2027

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  20. 3–7 May 2027

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  21. 10–14 May 2027

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  22. 17–21 May 2027

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  23. 24–28 May 2027

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  24. 7–11 Jun 2027

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  25. 14–18 Jun 2027

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  26. 21–25 Jun 2027

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  27. 5–9 Jul 2027

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  28. 12–16 Jul 2027

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  29. 19–23 Jul 2027

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  30. 26–30 Jul 2027

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  31. 2–6 Aug 2027

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  32. 9–13 Aug 2027

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  33. 16–20 Aug 2027

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  34. 23–27 Aug 2027

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  35. 6–10 Sep 2027

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  36. 13–17 Sep 2027

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  37. 20–24 Sep 2027

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  38. 4–8 Oct 2027

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  39. 11–15 Oct 2027

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  40. 18–22 Oct 2027

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  41. 25–29 Oct 2027

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  42. 1–5 Nov 2027

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  43. 8–12 Nov 2027

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  44. 15–19 Nov 2027

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  45. 22–26 Nov 2027

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  46. 6–10 Dec 2027

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  47. 13–17 Dec 2027

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  48. 20–24 Dec 2027

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  49. 27–31 Dec 2027

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Introduction

Course overview

Many administrators are responsible for raising purchase requests, checking invoices, processing expense claims, managing petty cash and keeping track of departmental budgets, often without formal finance training. Small errors in these tasks can lead to overspending, payment delays, audit issues or lost money.

This Budget and Expense Tracking for Administrators training course gives administrative professionals the practical financial knowledge they need to support budgets with accuracy and confidence. Participants learn basic budgeting concepts, how to code and record expenses, how to track spending against budget, how to manage petty cash and expense claims, and how to work effectively with finance teams.

The course uses simple spreadsheet tools and real office examples, so participants can immediately improve the financial administration in their departments.

View full course outline

What you will achieve

Learning objectives

  • Understand basic budgeting and financial terms used in organisations
  • Code and record expenses correctly using cost centres and account codes
  • Track spending against budget and identify variances early
  • Process purchase requests, invoices and expense claims accurately
  • Manage petty cash with appropriate controls
  • Prepare simple budget reports for managers
  • Recognise financial policy requirements and fraud risks
  • Communicate effectively with finance and procurement teams

Who should attend

Target audience

  • Administrative assistants and officers
  • Executive assistants managing executive budgets
  • Office managers and coordinators
  • Departmental and project administrators
  • Staff handling petty cash and expense claims
  • Event and travel coordinators
  • Non-finance staff with budget support responsibilities

Methodology

Learning approach

  • The course uses straightforward explanations, worked examples, spreadsheet exercises and case studies drawn from everyday office situations. Participants build a budget tracker, process sample claims and invoices, and practise preparing short budget updates for managers.

Complete course outline

Five focused days of learning and application

The timings provided are estimates and may vary depending on the number of participants and the discussions taking place during the sessions. They are indicative only and do not constitute a binding commitment.

Day 1

Financial Basics for Administrators

  1. Why Budgets Matter: Planning, control and accountability
  2. Key Financial Terms: Budget, actual, variance, accrual and commitment
  3. How Organisational Budgets Are Set: The annual budget cycle
  4. Cost Centres and Account Codes: Recording spending correctly
  5. Coffee break
  6. Cost Centres and Account Codes: Recording spending correctly (continued)
  7. Roles of Administrators, Managers and Finance Teams
  8. Financial Policies and Approval Limits
  9. Exercise: Coding a set of sample expenses

Day 2

Purchasing and Invoices

  1. Purchase Requests and Orders: Information and approvals required
  2. Quotations and Supplier Selection Basics
  3. Checking Invoices: Matching to orders and deliveries
  4. Common Invoice Errors and How to Resolve Them
  5. Coffee break
  6. Common Invoice Errors and How to Resolve Them (continued)
  7. Payment Timelines and Supplier Relationships
  8. Recording Commitments Before Invoices Arrive
  9. Practical Exercise: Processing a set of purchase orders and invoices

Day 3

Expense Claims and Petty Cash

  1. Expense Policies: Allowable costs, limits and evidence
  2. Checking and Submitting Expense Claims
  3. Travel Expenses: Advances, per diems and reconciliations
  4. Petty Cash Systems: Float, vouchers and replenishment
  5. Coffee break
  6. Petty Cash Systems: Float, vouchers and replenishment (continued)
  7. Cash Counts and Reconciliations
  8. Preventing Errors and Fraud in Claims and Cash
  9. Workshop: Reconciling a petty cash float

Day 4

Tracking the Budget

  1. Building a Budget Tracker in Excel
  2. Recording Actuals and Commitments
  3. Calculating Variances and Remaining Budget
  4. Coffee break
  5. Forecasting Year-End Spending from Current Trends
  6. Spotting Problems Early: Overspending and underspending signals
  7. Reconciling with Finance Reports
  8. Practical Exercise: Building a departmental budget tracker

Day 5

Reporting and Working with Finance

  1. Preparing Clear Budget Updates for Managers
  2. Presenting Figures Simply: Tables and charts
  3. Month-End and Year-End Deadlines
  4. Supporting Audits: Keeping documents organised
  5. Coffee break
  6. Supporting Audits: Keeping documents organised (continued)
  7. Asking the Right Questions of Finance Colleagues
  8. Personal Action Plan: Improving financial administration
  9. Final Exercise: Preparing a monthly budget report

Ready to book?

Budget and Expense Tracking for Administrators

Next session: 7 - 11 December 2026, Frankfurt

Course FAQs

Questions about this course

What participants and training managers usually ask before booking Budget and Expense Tracking for Administrators. Can't find your answer?

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What does Budget and Expense Tracking for Administrators (AS-031) cover?

This course covers Administration and Secretarial through a structured five-day outline focused on practical application, discussion, and implementation planning.

When is the next available session?

The next scheduled session starts on 14 - 18 December 2026. See the course schedules section for the available dates and delivery formats.

Who should attend this course?

Administrative assistants and officers, Executive assistants managing executive budgets, Office managers and coordinators

Is bilingual course delivery available?

Yes. All course materials and presentations are provided in English, while bilingual explanation and discussion support may be available depending on the selected location and trainer availability. For example, when attending a course in Istanbul, you may request a Turkish-speaking trainer to explain the English course content in Turkish. Arabic explanation support may also be requested at this location. Other languages are available in selected cities. You can choose your preferred language support as an optional preference during registration.

How can I register for a session?

Use any Register button next to the available course dates to open the participant registration page and submit your booking request for the selected session.

Is this course available online as well as classroom-based?

Check the course schedules section for currently published classroom and Online / Live sessions.

Where are classroom sessions delivered?

Current classroom venues include London, Barcelona, Frankfurt, Dubai, Geneva, Istanbul, Kuala lumpur, Madrid, Paris, Rome, Amsterdam, Cape Town.

How long is the training programme?

The programme runs for five days from 09:00 to 14:00, which gives 25 contact hours, including a daily 30-minute break (22.5 hours of instruction).