Track expenses

Overview

Finance → Expenses is your cash book for money moving through bank and petty-cash accounts configured in Payment settings. The page tracks three transaction types — Income, Deposit, and Expense — plus related KPIs and statements. Approved expenses (and mapped deposits/income) feed reports and can post to the chart of accounts when accounting and capital is enabled.

Income, Deposit, and Expense

These are the transactionType values you filter and record on the Expenses page. They are not the same as chart-of-accounts account types (asset, liability, equity, income, expense).

Type	Direction	What it means	How it is created
Expense	Money out	Business spend from a bank or petty-cash account (supplies, travel, CapEx, etc.)	New expense on Finance → Expenses (type = Expense)
Deposit	Money in (funding)	Topping up a bank or petty-cash account from cash, transfers, shareholder capital, and similar sources — not a customer invoice payment	New deposit on Finance → Expenses (type = Deposit)
Income	Money in (revenue)	Customer receipts and other operating income that lands on an account (often from payments and receipts linked to invoices)	Typically via Finance → Payments / Receipts; appears under the Income Only filter on Expenses

flowchart TB
  subgraph out [Money out]
    Expense[Expense]
  end
  subgraph inn [Money in]
    Deposit[Deposit - fund the account]
    Income[Income - customer or operating receipt]
  end
  Bank[Bank or petty-cash account]
  Expense --> Bank
  Deposit --> Bank
  Income --> Bank

Expense

Use Expense when the business is paying for something. You must choose:

• An expense category (Office Supplies, Travel, Fixed Assets, and so on — see table below)
• An expense account (which bank or petty-cash account the money leaves)
• Optional approval, reimbursement payee, receipt, and CapEx fields when the category is Fixed Assets

Petty-cash accounts are allowed for expenses. See Payment settings.

Deposit

Use Deposit when you are funding or topping up an account (for example moving cash into petty cash, or recording shareholder capital). You must choose:

• A deposit source: Cash, Shareholder Capital, Bank Transfer, Cheque, Online Payment, Wire Transfer, or Other
• A bank account that receives the funds

Shareholder Capital deposits also ask for the investor (individual or company) and tie into accounting and capital.

Please note:

• Deposits are not customer invoice settlements. To record a customer paying an invoice, use Record payments and receipts — that creates Income on the cash book.
• Petty-cash accounts accept expenses and deposits only — they cannot be the receiving account for customer income receipts.

Income

Income on the Expenses page is money received as operating/customer funds against a bank account. Common sources:

• Customer payments applied to invoices
• Other receipt flows that post with transactionType: income

Filter the list with Income Only to review those rows. Income increases the account balance and is shown separately from deposits in overview charts (Income vs Expenses).

Filter on Expenses page	Shows
Expenses & Deposits	Expense, deposit, and transfer rows
Expenses Only	Expense only
Deposits Only	Deposit only
Income Only	Income only

Create an expense or deposit

1. Open Finance → Expenses
2. Select New expense (dialog title switches to New Deposit when Type = Deposit)
3. Set Type to Expense or Deposit
4. For an expense: category, account, amount, dates, and optional receipt / reimbursement
5. For a deposit: deposit source, receiving bank account, amount, and investor details if Shareholder Capital
6. Save — approval rules may apply to expenses depending on your workspace

Customer income is recorded from Payments/Receipts, then appears here for cash-book and statement views.

Expense categories

When you create an expense, pick a category from the list below (same options as Finance → Expenses → New expense). Categories drive reporting and can map to ledger accounts under Accounting and capital when that module is enabled.

Please note:

• Expense approval rules are set per workspace; confirm whether your tenant requires manager sign-off under Configure your workspace before employees submit receipts.
• Petty-cash accounts in Payment settings accept expense payouts and deposits only — they cannot be your default receipt account for customer payments.
• Fixed Assets (CapEx) opens extra fields (asset life, salvage value, linked asset). Use it for capital purchases, not day-to-day supplies.

Category	Typical use
Office Supplies	General office consumables and desk supplies
Stationery	Paper, printing, and writing materials
Travel	Transport, lodging, and trip-related costs
Meals & Entertainment	Staff meals and entertainment (non-client)
Utilities	Electricity, water, gas, and similar services
Marketing	Ads, campaigns, and promotional spend
Software	SaaS subscriptions and software licenses
Hardware	Computers, peripherals, and devices (non-CapEx)
Rent	Office or facility rent
Salaries	Salary-related spend not run through payroll
Taxes	Tax payments and filings outside payroll
Insurance	Business insurance premiums
Professional Services	Consultants, freelancers, and advisors
Maintenance	Repairs and upkeep
Training	Courses, certifications, and development
Entertainment	Client entertainment
Telecommunications	Phone, mobile, and internet
Shipping	Freight, courier, and delivery
Legal	Legal fees and counsel
Bank Fees	Bank charges and payment processing fees
Commission	Commissions paid (see also Tokens and commissions)
Rebate	Rebates paid or credited
Fixed Assets (CapEx)	Capital equipment and assets (Manage assets)
Other	Spend that does not fit another category

You can also add an optional subcategory free-text label on the expense for finer reporting.

Approval and reimbursement

flowchart TD
  A[Employee submits expense] --> B{Requires approval?}
  B -->|Yes| C[Manager reviews]
  B -->|No| D[Recorded]
  C -->|Approved| D
  C -->|Rejected| E[Returned to submitter]
  D --> F[Included in period reports]
  D --> G{Reimburse payable?}
  G -->|Yes| H[Schedule reimbursement]
  G -->|No| I[Closed]

Reporting

Use Finance → Reports to filter expenses by category, department, vendor, or date range. Export to spreadsheet for month-end close alongside invoice and payment summaries.

Ensure teammates who submit expenses have expenses.create permission; approvers need expenses.approve where your workspace enforces a review step.