Record all your business operating costs as Expenses. These feed directly into your Profit & Loss report, giving you a true picture of net profitability.
Setting Up Expense Categories
Before adding expenses, create categories to organize them. Go to Expenses → Expense Categories → Add Category. Suggested categories:
- Rent / Lease
- Staff Salaries & Wages
- Utilities (Electricity, Water, Internet)
- Transport & Delivery
- Repairs & Maintenance
- Marketing & Advertising
- Bank Charges & Fees
- Miscellaneous
Adding an Expense
- Go to Expenses → Add Expense
- Select category
- Enter amount, date, and location
- Add a note
e.g. "Monthly rent – July 2025", "Electricity bill #12345". The more detail, the easier to reconcile later. - Attach a document (optional)
Upload the receipt or invoice as proof. Supported: PDF, JPG, PNG. - 6Save
Adding Expenses for a Specific Employee or Supplier
You can link an expense to a specific contact (employee or supplier). This is useful for tracking reimbursements or recording a payment to a specific vendor. When adding an expense, use the Contact field to search and select the relevant person or company.
Expense Refunds
If an expense was refunded (e.g. a security deposit returned, or a duplicate payment refunded), record it as an Expense Refund. Go to Expenses → Expense Refunds → Add Refund. Enter the original expense, amount refunded, and date. The refund reduces your total expenses in reports.
Viewing Expense Reports
Go to Reports → Expense Report. Filter by date range, location, or category. Export to CSV or PDF for your accountant. The Profit & Loss report automatically includes all expenses in the net profit calculation.
