Add and manage expenses

Keep track of what your business spends. Expenses feed your Profit and loss report.

Add an expense

1. Website: Transactions → Expenses → Add new. App: Create → Expense.
2. Optionally pick a Vendor. You can create one on the spot.
3. Enter a Name and the Payment amount.
4. Set the Payment date and Payment method.
5. Pick an expense account (required, see Income and expense accounts).
6. Optional:
   • Assign a customer, to bill the expense on (see Bill expenses to a customer).
   • Internal payment notes, for your team only.
   • The Cost of Goods Sold toggle, for spending on what you sell.
   • Attachments, such as a receipt photo.
   • Recurring expense, for repeat costs (see Recurring expenses and vendors).
7. Save (app: Record expense).

Receipts and attachments

Attach PDF, JPG or PNG files:

• Website: up to 5 files, 10 MB each, 40 MB total.
• App: up to 5 files, 2 MB each. Files already on an expense can only be managed on the website.

Find and edit expenses

Search or filter by customer, vendor, amount, date, payment method, attachments or COGS. In the app, try the quick filters This month, With vendor and COGS.

Open an expense to edit it.

Delete an expense

Use Delete on the expense or select several. Deleting is immediate and removes its attachments.

Good to know

• Expenses with Cost of Goods Sold on show as Cost of Goods Sold in Profit and loss. Others show under their expense account.
• There's no receipt scanning.
• To import many expenses, see Import customers, products, expenses, vendors or deals.

FAQ

"Choose an expense account." Every new expense needs an account. Pick one, or create one first.

"Attachments must be under 2MB." Use a smaller photo, or attach the file on the website.