Expenses

Record money out

Open Billing → Expenses to track operational costs alongside revenue analytics. Staff need the Expenses permission.

The Expense ledger shows four totals at the top:

Card	What it adds up
This month	Expenses since the 1st
Last 7 days	A rolling 7-day window
Today	Expenses so far today
All time	Every expense, with the record count

These totals cover all expenses. They do not change when you filter the list.

Fields

• Category (type): required, maximum 60 characters. Pick one of 9: Hardware, Bandwidth, Electricity, SMS, Salaries, Marketing, Rent, Utilities or Other. Other is the default.
• Date and time: required. It defaults to now.
• Amount: required, numeric, zero or greater.
• Description: optional, maximum 2,000 characters.
• Receipt: optional reference, maximum 120 characters.
• Payment method: optional, maximum 60 characters. Pick Cash, M-Pesa, Bank, Card or Other.

Create an expense

1. Choose Record an expense.
2. Use a consistent type/category suitable for reporting.
3. Enter the amount in the account currency.
4. Add a useful description, receipt/reference, and payment method.
5. Save and verify it appears in the list and analytics period.

An expense record is not a file-attachment store or full accounting journal. Retain supporting invoices/receipts in the organization’s approved system and use the reference field to connect them.

Find an expense

Search matches the description, receipt and payment method. Filter by category, or by a From and To date. The list shows the newest expense first and loads 50 rows at a time. Each row shows the date, category, description, receipt, method and amount.

Correct or delete

Open a row’s menu to Edit or Delete it. Delete asks you to confirm. It removes the expense for good and it cannot be restored.

Edit factual errors promptly. Delete only duplicate/invalid entries and preserve any required audit or accounting record outside this workspace. If a correction changes a closed reporting period, notify the person responsible for reconciliation.

Reporting hygiene

Use a controlled set of expense types, consistent currency assumptions, real transaction dates, and unique receipt references. Large swings in payments-versus-expenses analytics should be reconciled against underlying records before business decisions.

How expenses reach analytics

The Payments vs expenses card in Analytics groups expenses by their date and time. It shows payments as bars and expenses as a line. Net is payments minus expenses. Expenses always count the whole ISP: the router filter does not apply to them. The card refreshes every 2 minutes.