A Use Case for
Every Workplace
TRAKIT for Bookkeepers
A freelance bookkeeper manages finances for multiple SMEs. With TRAKIT, they can oversee each client's cash advances, petty cash, and trust funds from a single dashboard, ensuring timely liquidations and compliance with BIR regulations. This centralized approach enhances accuracy and saves time.
Common Challenges for Bookkeepers:
🛑 Managing multiple cash advances and petty cash
transactions
🛑 Ensuring timely liquidation and accurate
record-keeping
🛑 Maintaining compliance with BIR requirements
🛑 Lacking a centralized system for fund management
The TRAKIT Advantage:
✅ Keep separate ledgers per client
✅ Track requests and disbursements easily
✅ Get notified on pending liquidations
✅ Digitize logs for full transparency
✅ Set limits and view real-time usage
TRAKIT for Legal Practices
A partner opens a trust account for a client’s property purchase. At the same time, an associate is given a cash advance to attend a court hearing out of town. TRAKIT tracks both transactions separately, maintains full audit logs, and notifies the finance team when liquidation or reporting is due - all from one dashboard.
Law Firms Often Manage:
🛑 Managing multiple cash advances and petty cash
transactions
🛑 Ensuring timely liquidation and accurate
record-keeping
🛑 Maintaining compliance with BIR requirements
🛑 Lacking a centralized system for fund management
The TRAKIT Advantage:
✅ Open dedicated trust accounts per client engagement
✅ Maintain full ledgers for each fund, with complete disbursement history
✅ Allow lawyers or staff to request and liquidate advances digitally
✅ Route approvals to finance or partners
✅ Monitor aging advances and overdue liquidations
TRAKIT for Construction Companies
A construction firm is managing multiple job sites across the region. One site foreman receives a ₱10,000 cash advance for emergency materials and fuel, while another site operates with a revolving fund for daily labor and logistics. Using TRAKIT, the head office can track both in real time - receipts are submitted via mobile, spending is tagged to each project, and liquidations are monitored automatically. Finance stays audit-ready, and field teams get the support they need without delays.
The Challenge:
🛑 Cash advances with missing or delayed receipts
🛑 No real-time view of site-level spending
🛑 Manual logs prone to error and misreporting
🛑 Difficulty reconciling operational costs with finance
The TRAKIT Advantage:
✅ Issue and track cash advances by project or crew
✅ Capture receipts in the field with mobile OCR
✅ Monitor site spending in real time with automated alerts
✅ Set limits and assign custodians per site or task
✅ Maintain full fund history and audit trails per project
TRAKIT for Local Government Units (LGUs) & Barangays
A Barangay Health Worker is given a ₱5,000 cash advance for a vaccination outreach. She submits receipts via TRAKIT, tagged to the health program. At the same time, the barangay treasurer monitors a revolving fund for peacekeeping efforts, and a separate calamity trust fund ledger is maintained for transparency. All activity is visible to the barangay captain and audit-ready.
Manual tracking leads to:
🛑 Lost receipts or liquidation delays
🛑 Unused or misused cash advances
🛑 Difficulty in responding to Commission on Audit
(COA) queries
The TRAKIT Advantage:
✅ Track and liquidate cash advances digitally across community programs
✅ Set fund limits, assign custodians, and track liquidation deadlines automatically
✅ Track usage in real-time and limit misuse
✅ Replace petty cash logbooks with digital logs
✅ Maintain audit-ready ledgers for trust and program-based funds
TRAKIT for the Government Sector
A regional office of a government department manages cash advances for outreach programs while also holding a special fund for a World Bank-funded project. With TRAKIT, advances are requested and liquidated through the system, while trust funds are monitored separately, ensuring full COA compliance and fund segregation.
Government offices handle thousands of cash advances yearly, often tracked with spreadsheets and logbooks, leading to:
🛑 Unliquidated balances and aging advances
🛑 Compliance issues with DBM and COA
🛑 Delayed reporting to central offices and auditors
🛑 Difficulty assigning responsibility across regions
or divisions
The TRAKIT Advantage:
✅ Automate cash requests and disbursements across key activities
✅ Track liquidations with reminders and audit logs
✅ Digitize petty cash management and assign custodians
✅ Apply DBM/COA-compliant controls and usage thresholds
✅ Tag, segregate, and report on special project or donor funds
TRAKIT by TOTALFLOW
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