Expenses

The Expenses module lets you track, categorize, and analyze your business spending. You can record one-time expenses or set up recurring expenses that repeat on a schedule. Each expense is assigned to a category for organized reporting.

Accessing Expenses

Navigate to Dashboard > Accounting > Treasury > Expenses. This opens the expenses list page.

Statistics Cards

At the top of the page, you see summary statistics:

Card	Description
Total Expenses	The total amount of all recorded expenses.
Top Category 1	The highest-spending expense category with its total amount.
Top Category 2	The second highest-spending category.
Top Category 3	The third highest-spending category.

These cards help you quickly identify where most of your money is going.

Filtering Expenses

The list provides the following filters:

Filter	Description
Search	Free-text search by description or other expense fields.
Category	Filter by a specific expense category. Select "All" to see all categories.
Date Range	Start and end date pickers to filter expenses by date.

The Expenses Table

Each row displays an expense record with its key information. Clicking a row opens the expense for viewing or editing.

Creating an Expense

Open the Create Dialog

Click the Add Expense button on the expenses list page. A dialog window opens.

Fill In Expense Details

Field	Required	Description
Category	Yes	Select an expense category from the dropdown (e.g., Office Supplies, Travel, Marketing). If you need a new category, use the category management feature first.
Description	Yes	A text description of what the expense is for (e.g., "Monthly office rent", "Client dinner").
Amount	Yes	The monetary amount of the expense.
Date	No	The date the expense occurred. Defaults to today if not specified.
Recurring	No	Toggle this on to make this a recurring expense. When enabled, a frequency selector appears.
Frequency	No	Only shown when "Recurring" is enabled. Options: Weekly, Monthly, Quarterly, Yearly.
Notes	No	Additional notes or details about the expense.

Save

Click Save to create the expense. It appears in the list immediately.

Info: Recurring expenses are automatically created on the specified schedule. For example, a monthly expense set for January 15 will be generated again on February 15, March 15, and so on. This is useful for fixed costs like rent, subscriptions, or insurance premiums.

Editing an Expense

Click on an existing expense in the list to open the edit dialog. All fields can be modified. Click Save to apply changes.

Deleting an Expense

In the edit dialog, click the Delete button to remove the expense. You will be asked to confirm the deletion.

Warning: Deleting an expense permanently removes it from your records and financial reports. If the expense has already been included in a closed accounting period or financial report, consider voiding it instead of deleting it, or make a note of the adjustment.

Managing Expense Categories

Expense categories help you organize spending for reporting and budgeting. You can manage categories directly from the expenses page.

Viewing Categories

Click the Manage Categories button (or the category settings icon) on the expenses page. A dialog opens showing all existing categories with their assigned colors.

Creating a Category

Open the Category Manager

Click the Manage Categories button on the expenses page.

Enter Category Details

Field	Description
Name	The category name (e.g., "Office Supplies", "Travel", "Software Subscriptions").
Color	Choose from 16 preset colors. This color is used in expense charts and the breakdown visualization on the dashboard.

Save

Click Add to create the category. It immediately becomes available in the category dropdown when creating or editing expenses.

Deleting a Category

In the category manager, click the delete button next to a category to remove it. Categories that are currently assigned to expenses may still show on existing records, but will no longer be available for new expenses.

Available Preset Colors

The category color picker provides 16 predefined colors covering a wide range of the spectrum, ensuring easy visual differentiation between categories in charts and reports.

Recurring Expense Frequencies

Frequency	Description
Weekly	The expense is recorded every 7 days from the start date.
Monthly	The expense is recorded on the same day each month.
Quarterly	The expense is recorded every 3 months.
Yearly	The expense is recorded once per year on the anniversary of the start date.

How Expenses Appear in Reports

Expenses feed into several areas of the accounting module:

• Dashboard Overview -- The Expense Breakdown card shows spending by category with proportional bars and percentages.
• Financial Reports -- Expenses appear in the Profit & Loss statement and the Expense Breakdown report.
• Budgets -- Expense accounts can be tracked against budgets to monitor spending versus planned amounts.

Tips for Effective Expense Tracking

• Create specific categories rather than using generic ones. "AWS Hosting" is more useful than "Technology" when analyzing spending.
• Use recurring expenses for predictable costs to avoid manual data entry each period.
• Add notes to expenses for context that may be needed during audits or reviews.
• Review the top categories on the statistics cards regularly to spot unexpected spending trends.
• Match categories to your chart of accounts expense accounts for consistent financial reporting.