Expenses

Not every dollar you spend involves a Purchase Order or a warehouse delivery. Sometimes you just need to pay the electricity bill, grab office coffee, or reimburse an employee for travel.

The Expenses module is built for these direct, operational costs. It records the spending immediately, hitting your Profit & Loss statement without dragging you through the full procurement cycle.

Recording an Expense

Navigate to Accounting > Expenses and click New.

General Information

Date: When did the expense happen? (Supports Nepali date format, e.g., 2082-09-11).
Expense Category: This is the most important field — it determines where this cost appears on your reports (e.g., “Travel,” “Rent,” “Office Supplies”).
Note: Add a quick description so you’ll remember what this was for later (e.g., “Client lunch meeting”).

Payment Details

Amount: Total value of the expense.
Tax: If the receipt includes VAT or other taxes, select the right tax rule here to make sure you can claim it back correctly.
Paid Through: Where did the money come from? Select the cash or bank account used (e.g., “Petty Cash” or “Nabil Bank”).
Reference#: Enter the receipt number or transaction ID for audit trails.

Associations (Optional)

Vendor: Want to track how much you spend with a specific supplier over time? Link them here.
Customer: If this expense is billable to a client (e.g., travel costs for a project), link the customer so you don’t forget to charge them later.

Proof of Purchase

Drop File Zone: Never lose a paper receipt again. Upload a photo or scan directly to this record (supports JPG, JPEG, PNG).

Save

Click Save. The amount is immediately deducted from your chosen “Paid Through” account and posted to your expense ledger.

Expenses vs. Bills: When to Use Which?

This is a common question — here’s the simple rule:

Feature	Use Expense When…	Use Bill When…
Timing	You paid for it immediately (Cash/Card).	You’re paying later (Credit terms).
Inventory	You’re buying services or consumables (Rent, Internet).	You’re buying stock to resell.
Complexity	It’s a simple, one-off transaction.	You need to track partial payments or due dates.

Pro Tip: Make it a habit to upload receipts to the Drop File Zone every time. When tax season rolls around, your accountant will absolutely love you for it.