Add an Expense

Overview

Recording expenses regularly keeps your financial data accurate and helps you understand where your money goes. Every expense you record appears in reports and contributes to your profit analysis.

Before You Begin

Make sure you have:

• Access to the Expenses module (roles with access: Admin, Manager, Super Admin)
• A clear understanding of what the expense is for
• Access to receipts or invoices if you need to reference them

Steps to Record an Expense

1. Go to Expenses
2. Click Add Expense or New Expense
3. Fill in the expense details (see fields below)
4. Add a note or reference if needed
5. Save the expense

Expense Fields

Date

The date the expense was incurred. Defaults to today's date — change it if the expense is for a past or future date.

Description

A brief, clear description of the expense. For example:

• "Office supplies — stationery and printer paper"
• "Monthly internet bill — March 2026"
• "Fuel — delivery vehicle"

Category

Select a category that best describes the expense. Common categories include:

• Rent and utilities
• Office supplies
• Transportation
• Marketing and advertising
• Insurance
• Professional services
• Miscellaneous

If the category you need does not exist, contact your admin — category management may be available in settings.

Vendor

Enter the name of the person or business you paid. This helps you track spending by vendor over time.

Amount

Enter the expense amount in your business currency. Use numeric values only (e.g., 49.99 not $49.99).

Payment Method

Select how you paid:

• Cash
• Bank transfer
• Credit card
• Cheque
• Other

Reference

Optional field for invoice numbers, receipt numbers, or any other reference that helps you track this expense.

Notes

Add any additional details about the expense — why it was needed, who approved it, or anything else relevant.

Who Can Record Expenses

Common Mistakes

Entering the wrong amount

Double-check the amount before saving. If you make a mistake, you can edit the expense if you have permission.

Using the wrong date

If the expense is for a past period, make sure the date reflects when the expense actually occurred — this affects which reporting period the expense appears in.

Forgetting to categorize

Categories are important for expense reports. An uncategorized expense may not appear correctly in summary reports.

Recording personal expenses as business expenses

Only record expenses that are genuine business costs. Personal expenses should not be entered as business expenses in Accoraze.

After Recording

Once saved, the expense appears in:

• The Expense List
• Expense Reports
• Profit & Revenue calculations

You can also generate an Expense Voucher for internal record-keeping.

Related

• Expense List — Viewing all recorded expenses
• Expense Voucher — Generate a PDF voucher for the expense
• Expense Reports — Review expenses by category and period