Record income and expenses (money in and out)
Add payments you receive and things you pay for, attach receipt photos, split one receipt across categories, and find any record later.
Every time money comes in or goes out, add a record. Each record has a date, an account, an amount and a category, and it can carry receipt photos and notes.
Go to Finances → Money in & out. The buttons at the top add a record: Add money in (1), Add money out (2), Transfer (3) and Snap a receipt (4).
Add money out
- Click Add money out.
- Check the Type (1) and the Date (2).
- Choose the account it was paid From account (3), for example your company card.
- Type the Amount (4).
- Choose a Category (5), for example Vehicle and fuel.
- Type who you paid in Paid to (vendor) (6). Names you used before are suggested as you type.
- Add a Description, and a Reference if you have one (a receipt or bank reference number).
- Under Receipt or document (optional), add a photo or PDF of the receipt.
- Click Add, or Add and add another to type the next one straight away.
Add money in works the same way, with Into account and From (customer) instead.
What the other fields do
| Field | Use it for |
|---|---|
| Tags (optional) | A client, job or project name, for example Hernandez replacement. Separate tags with commas. Reports can total by tag. |
| Tax line (for reference) | Shows when you've added taxes in Settings. The tax is shown separately in Reports → Tax summary. |
| Notes (optional) | Anything you want to remember. Only your team sees it. |
| Remember this category for imported lines with this description | Bank statement imports then pick this category by themselves. See Import a bank statement. |
A refund you give a customer counts as money out in the same income category, so your income goes down.
Split one receipt across categories
One store receipt can hold job supplies and office paper.
- Type the full Amount of the receipt.
- Tick Split across several categories (1).
- Choose a category and type an amount for each part (2). Click Add a part for more. The text beside it says The parts add up. when they match the total.
- Add the receipt photo (3) and click Add (4).
Snap a receipt on your phone
- Sign in to the admin on your phone and open Finances → Money in & out.
- Tap Snap a receipt. A money-out form opens, titled Snap a receipt.
- Fill in the amount, category and vendor.
- Tap the Receipt or document field. Your phone offers to take a photo with the camera.
- Tap Add.
Photos (JPG, PNG, WebP, GIF) and PDFs up to 10 MB each are kept in private storage. Only people who can see Finances can open them.
Open a record
Click a record's description in the list. Next to the form you see:
- Details: when it was added, by whom, and its Source (Added by hand, Imported, Store, Invoice and so on).
- Files (1): the receipts. Click a file name to open it.
- Change log (2): every change, with who made it and when.
- Move to the trash (3), and Make this recurring for things you pay every month.
Change any field and click Save changes.
Find records
The bar above the list filters by text, All types, All accounts, All categories and All sources. The period list chooses the dates (for example This month, Last month, This business year, All time or Custom dates). Click Filter, or Clear to start again.
Under the filters you see how many records match, with their money in and money out. Download Excel or CSV to get exactly the filtered list.
Change several records at once
Tick records in the list and choose an action in the bar above: Change category, Add a tag or Move to the trash. Records in a closed month, transfers and split records are left as they were.