Expenses

Expenses are costs your company incurs — vendor invoices, operational costs, etc. Expenses start as Draft; you post them to finalise.

Go to Finance → Expenses in the sidebar.

Summary Cards

Three clickable cards at the top filter the list:

• Unpaid — total and count of unpaid expenses
• Overdue — total and count of expenses past their due date
• Paid (Last 30 Days) — total paid in the last 30 days

Expense List

Column	Description
Number	Auto-generated expense number
Date	Expense date
Due Date	Payment due date
Vendor	Vendor / supplier name
Account	Expense account (category)
Status	Current status
Amount	Total expense amount
Balance	Remaining unpaid amount

Filters

• Search — search by expense number, vendor, or description
• Status filter — All Status, Draft, Overdue, Paid
• Date range — filter by date From / To

Status Labels

Displayed status	Meaning
Draft	Created but not yet posted
Awaiting Payment	Posted, payment not yet received
Partial	Partially paid
Paid	Fully paid
Overdue	Awaiting payment and past due date
Void	Voided

Creating an Expense

1. Click Add Expense.
2. Fill in Expense Details:

Field	Required	Description
Date	✅	Date the expense was incurred
Due Date	✅	Payment due date
Vendor	✅	Vendor or supplier name
Reference No.	—	e.g. vendor invoice number
Work Order	—	Link to a work order (searchable)

3. Add Line Items — each item requires:

Field	Required	Description
Account	✅	Expense account (searchable by code or name)
Description	✅	What the cost is for
Amount	—	Cost amount

Click Add Item to add more lines.

4. Optionally add Notes and attach a document (file upload).
5. Click Save. The expense is created with status Draft.

Note

Draft expenses can be edited. Post them to finalise and make them available for disbursement.