Steps
- Open Add Expense. In the sidebar, open Expenses and click Add Expense. It needs the Expenses module on and permission to add expenses.
- Choose where and what. Pick the Business Location (hidden if you have only one) and an Expense Category such as Rent or Utilities. Leave Reference No empty to number it automatically.
- Set the date and who it's for. Set the Date. Use Expense for to tie it to a user, for example an employee's salary, and Expense for contact to tie it to a supplier or other contact.
- Attach the receipt. Click Attach Document to upload a photo or PDF of the bill, within the maximum file size shown.
- Enter tax and total. Choose the Applicable Tax if tax was charged, type the Total amount and add an Expense note.
- Refund or recurring. Tick Is refund? if this is money coming back. For a regular bill, tick Is Recurring?, set the Recurring interval in Days, Months or Years, and No. of Repetitions (blank repeats with no end).
- Record the payment. Under Add payment, enter the Amount, Paid on date and Payment Method, pick a Payment Account if you use them, add a Payment note and click Save. Anything unpaid shows as Payment due.
Finding and paying expenses later
List Expenses filters by Business Location, Expense for, Contact, Expense Category, Date Range and Payment Status (Paid, Due, Partial). Each row's Actions menu has Edit, View Document, Download Document, Add payment, View Payments and Delete.
Recurring expenses show their interval and repetitions in the Recurring details column, and generated copies are marked with a recycle icon. Refunds carry a Refund label.
Where expenses show up
Expenses are totalled by category on the Expense Report, subtracted as Total Expense in the Profit / Loss Report, and their tax appears on the Tax Report's Expense Tax tab. Expenses linked to a user also show on the Sales Representative Report.
Frequently asked questions
How do I record a refund from a supplier?
Add an expense for the amount, choose the same category, and tick Is refund? before saving. Its help text says a refund is added to net profit, so it works against your spending rather than adding to it. It is labelled Refund in List Expenses.
Can I set up rent as a recurring expense?
Yes. Tick Is Recurring?, set the Recurring interval to 1 Months, and leave No. of Repetitions blank to keep generating it, or enter a number to stop after that many. Each generated expense shows in List Expenses with its own payment status.
Can I attach a receipt photo?
Yes. Use Attach Document on the expense. You can view image receipts or download the file later from the expense's Actions menu in List Expenses.