Expenses
Purpose
Captures every company out‑of‑pocket cost—receipts, subscriptions, travel, services—so we can track profitability by client and feed monthly cash‑flow projections.
Fields
| Type | Field | Key Options / Formula | Notes |
|---|---|---|---|
| Expense ID | Manual; suggest YYYYMMDD-vendor-seq | Human-readable slug that appears on the PDF receipt link. | |
| Date | Format l | Use receipt / invoice date, not payment date. | |
| Amount | Precision 2 | Enter positive value; cash-flow layer flips sign. | |
| Category | ▫︎ Office Supplies ▫︎ Travel ▫︎ Meals ▫︎ Utilities ▫︎ Miscellaneous ▫︎ Services | Expand list as needed for reporting granularity. | |
| Attachments | — | Upload PDF or photo of receipt; name files sensibly. | |
| Client | — | Tag expense to a customer for pass-through or margin analysis. Optional. | |
| Cashflow items | — | Created automatically via script; amount comes in as negative for cash analysis. |
Relationships
- Clients (linked via Client)
- Cashflow items (linked via Cashflow items)
Gotchas
- Positive vs negative: keep Amount positive; downstream formula in Cashflow items multiplies by ‑1 so expenses appear as outflows.
- Categorise consistently; dashboards rely on Category for cost‑centre charts. Create new options sparingly.
- Client link is optional: Link only if the cost is project‑specific; leave blank for overheads.
- Large file uploads (>5 MB) slow sync—compress images before attaching.
Calculated & AI fields
The Cashflow items linkage automatically creates negative cash flow entries for expense tracking, ensuring accurate financial projections. The Category field enables automated cost analysis and reporting across different business functions.