Expenses
The Expenses section allows you to track and categorize all business expenses. Every expense automatically generates a corresponding journal entry to keep your books balanced.
List Viewโ
The Expenses table displays all recorded expenses.
Creating an Expenseโ
Click the Create Expense button to open the creation side panel. The form includes the following fields:
| Field | Required | Description |
|---|---|---|
| Expense Number | Auto | Automatically generated using the configured prefix (default: EXP-). |
| Expense Date | Yes | The date the expense was incurred. |
| Category | Yes | Select from configured expense categories (managed in Settings > Accounting > Expense Categories). |
| Payment Account | Yes | The account used to pay for the expense (e.g., Cash, Bank Account). |
| Amount | Yes | The expense amount. |
| Tax Rate | No | Optionally apply a tax rate (configured in Settings > Accounting > Tax Rates). |
| Description | No | A description of the expense. |
Automatic Journal Entryโ
When an expense is saved, the system automatically creates a journal entry that:
- Debits the Expense Category Account for the pre-tax amount, plus Tax Payable for the tax portion.
- Credits the Cash / Payment Account for the total amount.
If the expense is later edited (amount, tax rate, or account changed), the original journal entry is voided and a new one is created with the updated values. If the expense is deleted, a reversing journal entry is created to undo the original.
See Journal Entries for the full list of auto-creation triggers.
CSV Importโ
Expenses support CSV Import for bulk data entry. Click the Import button to upload a CSV file with your expense data. The import wizard will guide you through mapping your CSV columns to the required expense fields.