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Record an Expense

One document instead of three, for costs that never touch a shelf.

An expense is the short version of the purchase chain: money was spent, here is the receipt, move on.

Record one

  1. Go to Expenses and add one

    Enter the date and the amount.

    The Expenses list with columns for Expense Date, Expense Account, Reference Number, Vendor, Paid Through, Customer, Status and Total Amount, and the action for adding a new expense.

  2. Choose the expense account

    This is the classification, and it is what every report of your spending groups by. Professional Fees, Insurance, Utilities and the rest are your own chart.

  3. Set Paid Through

    The account the money actually left. It is a different question from what the spending was for.

  4. Name the vendor, and the customer if it is rechargeable

    Both are optional. A named vendor makes the spend visible on their record; a named customer marks the cost as billable to them.

  5. Attach the receipt, and save

    At the point of entry, while the record is already open.

The two accounts are different questions

Expense Accountwhat it was for
The classification. Utilities, Rent, Professional Fees. This is what your spending reports group by.
Paid Throughwhere the money came from
The bank or card account it left. Two expenses on the same account can have been paid entirely differently.

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