Expenses

Navigate to: Dashboard → Expenses

Track business expenses (non-COGS) such as utilities, rent, staff meals, repairs, etc.

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Summary Cards (Quick Filter)

At the top of the page are clickable summary cards showing your expense totals for the selected period:

• All Expenses card — shows the grand total and a "+X% vs last month" badge so you can instantly see whether spending is up or down compared to the previous month. Click it to reset to viewing all entries.
• Supplier cards (up to 3) — show the total spent with each top supplier.

Click any supplier card to instantly filter the expense table to show only that supplier's entries. The active card is highlighted with a ring so you always know which filter is in effect.

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Category Breakdown

Below the supplier cards is a spending-by-category row showing the total for each category as clickable pills. Click any pill to filter the table to that category only. Click again to clear.

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Filtering Expenses

Use the controls at the top to narrow down what you see:

• From / To date fields — the page opens showing the current month by default so you always see relevant data
• Quick range buttons — Today, This Week, This Month, Last Month — instantly set the date range with one click
• Supplier dropdown — filter by a specific supplier
• Category dropdown — filter by a specific expense category

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Managing Categories

Your expense categories are fully customisable. Click the Categories button (top right) to open the category manager:

• Add a category — type the name and click Add (or press Enter)
• Delete a category — click the trash icon next to any category; a confirmation prompt appears before deletion

Default categories provided out-of-the-box:

• Food & Beverage Supplies
• Cleaning Supplies
• Office Supplies
• Repairs & Maintenance
• Delivery & Transport
• Utilities
• Marketing & Advertising
• Staff Meals
• Vehicle Maintenance
• CEO Drawings
• GM Drawings
• Owner Drawings
• COO Drawings
• Miscellaneous

Drawings categories (CEO / GM / Owner / COO) are used to record money taken out of the business by executives or owners. These appear in the P&L under Operating Expenses.

Category names must be unique per organisation.

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Adding an Expense

Click Add Expense. The form opens in simple mode for quick entry.

Simple expense

1. Leave Itemised purchase off.
2. Enter one gross amount, one category, and a description.
3. Tick VAT included (14%) only when the supplier amount includes VAT.
4. Complete the supplier, date, payment and receipt fields as needed, then save.

Itemised purchase

Turn on Itemised purchase when one supplier payment covers several different purchases.

• Add at least two lines.
• Every line requires its own description, category and gross amount.
• Tick VAT 14% separately on each taxable line.
• The form shows the gross payment total, VAT included and net amount before VAT.
• The saved expense remains one payment voucher in the main table, while category reports use each line's allocated amount.

VAT is extracted from a VAT-inclusive price using gross × 14 / 114; it is not added on top. VAT-marked lines feed Tax Summary → Tax Paid using the expense date.

Historical multi-category expenses remain in their original legacy format until deliberately converted to itemised lines. The system does not invent an allocation for old records.

Common fields for either mode:

1. Select the supplier (optional) — the system can auto-fill a recent category.
2. Select the funding source if applicable.
3. Choose the payment method — Cash, Card, Bank Transfer, Cheque, or Other.
4. Enter a receipt or reference number (optional but recommended for audit).
5. Add internal notes if needed.
6. Upload a JPEG, PNG, or WebP receipt image (max 5 MB).
7. Click Save Expense, or Save & Add Another during bulk entry.

Duplicate warning: If you enter an expense with the same total and supplier on the same day as an existing entry, the system warns you before saving.

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Viewing Full Transaction Details

Click anywhere on an expense row to open a read-only details dialog showing:

The Edit button in the details dialog opens the edit form directly.

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Editing or Deleting an Expense

Each row in the expense table has:

• Pencil icon — click to open the edit dialog and correct any field (all fields including payment method, ref #, and notes are editable)
• Trash icon — click to delete; a confirmation prompt appears before deletion

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Exporting

Export CSV (top right) — downloads the current filtered expenses as a CSV file including all fields: date, category, description, amount, supplier, payment method, ref #, notes, recorded by, authorized by.

Print PDF — opens a professional branded expense report in a new browser tab featuring:

• Dark slate header with logo and period
• KPI summary row: Total Spent, # Entries, Top Category, Top Supplier
• Color-coded category breakdown bars with percentages
• Grouped or flat expense table with category dot indicators
• Grand total strip and signature lines (Prepared By / Checked By / Authorized By)
• In-page Print and Close buttons (no automatic print dialog)

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Expense Table

The table shows every entry for the selected period with:

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Expenses feed into the P&L Statement automatically under "Operating Expenses".