Recording expenses
Rent, salaries, supplies — every business cost that's not stock goes through the cashbook as an expense.
3 min read · Accounting
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Buying stock goes through purchases. Everything else the business spends — rent, salaries, electricity, packaging — is an expense, recorded in the cashbook so it lands on your profit & loss.
Record an expense
- Open Accounting → Cashbook → New entry.
- Pick Pay Expense.
- Choose the cash/bank account the money left.
- Pick the expense account it belongs to — e.g. Rent, Salaries, Utilities (or an asset account if you bought equipment).
- Enter the amount, payment method (cash/bank/cheque/card), and a memo.
- Review the debit/credit preview and save.
Where expenses show up
- Profit & loss — they subtract from revenue to give real profit
- Ledger — the expense account's full transaction list
- Cashbook — searchable by memo or journal number
Tip: If you need a new expense category (say "Generator fuel"), add it in the chart of accounts first — the expense picker only shows accounts that exist.
Not an expense
- Stock purchases → record in Purchases (they hit inventory + payables, not the P&L directly)
- Owner taking money out → Owner Equity in reverse, not an expense
- Paying a supplier invoice → Pay Supplier, not Pay Expense
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Related guides
Cashbook — money in & out
Record every payment and receipt that isn't a sale — supplier payments, customer collections, expenses, transfers.
Chart of accounts
The account list everything posts into — add expense categories, bank accounts, and assets.
Financial reports & trial balance
The accountant's dashboard — profit, position, and proof the books balance.
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