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Record an expense

Record every payout from Finance → Expenses → New expense: amount, category, who was paid and from which account; it then waits for a manager's approval unless the owner recorded it or it is within the limit the company set.

Who this is for: Owner Manager Cashier Accountant
Last reviewed:

What the company spends on running the shop is recorded as an expense: rent, electricity, delivery fees, a small purchase for the shop. Open Finance → Expenses and press New expense. No money moves until the expense is approved, unless the owner recorded it or it is within the limit the company set.

Before you start

  • Owners, managers and cashiers can record expenses, and so can anyone given a role with the Record expenses permission, such as the Accountant template.
  • Anyone with the Approve expenses permission approves or rejects them; managers have it, and the Accountant template doesn't. Nobody approves an expense they recorded themselves while someone else can approve it; if nobody else can, they approve it, and that is kept in the record.
  • The owner sets Expenses without approval up to in Configuration Studio → Expenses & advances. It starts at zero, which means every expense recorded by someone other than the owner waits for approval.

Record the expense

  1. Open Finance → Expenses and press New expense.
  2. Enter the Date and the Amount. A cashier can't change the date: their expense is dated today.
  3. Pick the Category. A category marked Needs a receipt asks for the receipt number.
  4. Under Paid to, pick Supplier, Employee or Other. With Other, type the Name of the payee.
  5. Under Payment, pick Paid now if you paid the amount, or Not paid yet if you'll pay it later. Cashiers don't see this choice.
  6. With Paid now, pick the account under Paid from. If that account has an open shift, pick it under Drawer session.
  7. Type the Receipt / invoice number printed on the paper, and keep the paper.
  8. Add a Note if needed, then press Record expense.

If the company has more than one branch, people who run finance also see Branch the expense is for: the branch the money was spent for, which may differ from the branch that paid.

A cashier's expense from the drawer

A cashier pays only from an open drawer they are working on, and picks Employee or Other, not Supplier. If they see No open drawer, they open their shift or ask for a custody handover first. On the Expenses page a cashier sees only what they recorded.

Note: An expense waiting for approval isn't part of the expected cash in the drawer. If you hand over the cash before it's approved, the drawer count shows a shortage, and the shift lists the expense under Payouts from this drawer waiting for approval.

Approve or reject an expense

  1. Open Finance → Expenses and choose Waiting for approval.
  2. Open the expense and check its details.
  3. Press Approve and confirm. The expense is booked, and if it was Paid now the money leaves the account chosen when it was recorded.
  4. Or press Reject, write the Reason, then press Reject again. Nothing is booked and no money moves.

Pay an unpaid expense

  1. From Finance → Expenses, choose Not paid yet and open the expense.
  2. Under Pay this expense, enter the Amount to pay. You can pay part of it and leave the rest owed.
  3. Pick the account under Paid from, then press Pay.

Anyone with the Manage finance permission pays unpaid expenses, such as the owner and managers.

Tip: When an amount is unusual, explain it in the note; whoever approves the expense reads it before deciding.

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