What this screen is for
This is the record of what the business has spent. Cards across the top give the number of expenses, their total value and how much of that is paid against pending. Three tabs change what you are looking at: Summary groups spending by category, Detailed lists individual expenses, and Recurring holds expenses set to repeat, with an action to generate the ones now due. You can search, filter, print the current view, or send the totals by WhatsApp or email.
When to use it
Come here to enter a new expense, to check what a category has cost over a period, or to generate recurring expenses that have fallen due.
What you see on this screen
Four cards: Total Expenses (the count), Total Amount, Paid and Pending. The Detailed tab's table carries:
- Date — the expense date, with how long ago the record was created beneath, and a Deleted tag on one in the trash
- Expense # — the expense number, with a recurring tag and its frequency where the expense repeats, and the project beneath where one is linked
- Category — the expense category, with the description beneath
- Vendor — who was paid, or a dash
- Amount — the expense total; a foreign-currency expense also shows the converted company-currency figure
- Files — how many attachments the expense carries
- Status — draft, pending, paid or cancelled
- Actions — view, edit and delete, or Restore and Delete Forever on a deleted expense
Date, Expense #, Amount and Status can be sorted on. The Recurring tab lists Expense #, Category, Description, Vendor, Amount, Frequency, Next Date, End Date (or No end) and an action to cancel the recurrence.
Filters and actions
The shared filter panel drives both the Summary and Detailed tabs: Search, Status, Expense Category and Project (each taking several at once) and a Date Range, with Reset. The Detailed tab adds chips for Show Deleted / Deleted Only and Newest First / Oldest First, and Clear All with a count.
The header carries Print, WhatsApp and Email — the last two send the totals as a message, not the document — plus Categories, Add Expense and, on the Recurring tab, Generate Pending Expenses, which creates every recurring expense due up to today as a draft and skips duplicates.
Status values
- Draft — entered but not finalised
- Pending — recorded and still to be paid
- Paid — settled
- Cancelled — abandoned and not counted as spend
Related
- Expense Categories — the categories expenses are recorded against
- Expense Approvals — expenses submitted and waiting on a decision
- Receipt Scanner — create an expense from a photographed receipt