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Expenses

An expense is money your business spent: a supplier invoice, a subscription, a train ticket. Recording them is what makes your net figures, your VAT balance, and your reports meaningful: revenue alone only tells half the story.

Recording an expense​

An expense looks much like an invoice, read from the other side:

  • Supplier: picked from your customers and suppliers directory.
  • Date: the date it counts on, which is what reports and the dashboard use.
  • Invoice reference: the supplier's own invoice number, so you can match it against their document later.
  • Line items: concept, quantity, unit price.
  • Taxes: including the VAT you can reclaim.
  • Category and currency.

Recording the same expense every month? Open an existing one and use Duplicate to start from a copy.

Attaching a receipt​

Each expense can carry its receipt: the PDF or photo of the original document. Use Attach receipt on the expense, or Replace to swap it for a better scan.

Receipts are stored privately. They travel straight between your browser and the storage bucket over a short-lived, single-purpose link, so the file is available to you and to nobody else. Downloading one works the same way.

An expense without a receipt is flagged in the list, so nothing quietly goes missing before your accountant asks for it.

The expense list, with a Receipt column: one row reads "Attached", the others show a dash, and every row offers an Open button with a menu for its other actions.

Expenses can be deleted, invoices cannot​

Unlike invoices, expenses are your own internal record and can be deleted, individually or several at a time from the list.

Only reclaimable VAT comes off the cost​

When your reports compute a net cost, only the VAT you can actually reclaim is taken out. Non-deductible tax stays part of the cost, because that is what it really cost you.