Expenses¶

The Expenses screen allows you to record and review the organisation's operational expenses, such as telephone, internet, utilities, fuel, and payroll.

How to open¶

Menu: Financials → Expenses
Keyboard shortcut: Ctrl+Shift+D

Screen layout¶

The screen uses a single-panel layout with:

Header — title, keyword search field, and a collapsible filter button.
Filters (collapsible) — date range, payment source, and a toggle to show only pending expenses.
Toolbar — buttons for add, delete, clear, print, and chart.
Table — inline-editable grid showing all expenses within the filtered period.
Totals — summary showing count, total paid, and total unpaid.

The grid is built for fast keyboard entry, similar to a spreadsheet:

Active cell — clicking any cell highlights it with an orange border that stays visible while you navigate.
Arrow keys — move the active cell up, down, left, and right.
Enter — opens the editor on the active cell.
Type a letter or number — opens the editor and uses your keystroke as the first character (autocomplete dropdowns filter to matches as you type).
Tab / Enter (while editing) — commits the change and moves to the next editable cell. The last cell on a row wraps to the next row.
Shift+Tab — moves to the previous editable cell.
Escape — cancels the current edit and restores the previous value.
Double-click — opens the editor (alternative to Enter).
Space on the leftmost checkbox cell — toggles row selection.

Editing dates¶

Empty Date due / Date paid cells open with today's date pre-filled, so pressing Enter twice (open / commit) is enough to mark something as paid today.

Inside the date editor:

Left / Right arrow — move between day, month, and year segments.
Up / Down arrow — increase or decrease the focused segment by one.
Space — opens the calendar popup.
Type digits to fill the focused segment directly.

Editing payment method¶

The Payment method cell shows a dropdown of saved payment methods — the same list used by the payment modal on Customers, Suppliers, and Accounts.

Owners can type a new method name that isn't on the list. It's saved on the expense and added to the dropdown for the rest of the session, ready to pick on the next row. New methods are normalised to uppercase to match existing entries (BOLETO, CHEQUE, DINHEIRO, PIX, …).

Field reference¶

Field	Description
Category	Primary classification of the expense (e.g. UTILITIES, PAYROLL).
Subcategory 1	Additional classification (e.g. employee name for payroll).
Subcategory 2	Second sub-classification (e.g. payment type: SALARY, ADVANCE, HOLIDAY).
Description	Individual notes about the expense.
Date due	Date the expense is due.
Date paid	Date payment was made. Expenses without a payment date are considered pending.
Amount	Monetary value of the expense.
Payment method	Method of payment used.
Source	Where the money came from: Your till (user's petty cash) or Other.

Date paid records the time too

Date paid stores both the date and a timestamp. Marking an expense as paid today records the current time automatically; back-dated payments record at noon on the chosen date. The time isn't shown in the grid but is preserved for sorting and audit.

Search¶

The search box in the header has two modes:

Text search — matches against Category, Subcategory 1, Subcategory 2, and Description.
Amount search — type a number (examples: 200, 200,50 for Brazilian format or 200.50, 1234.56 for English format) and a hint appears next to the input showing the parsed value in your configured currency from Preferences. Click Search to find expenses with exactly that amount.

The two modes are mutually exclusive — if your input parses as a number, it's used as an amount filter; otherwise it's a text search.

Filters¶

Filter	Description
From date / To date	Date range for the search (default: last 30 days). Applies to Date paid only — see the note below.
Source	Filter by payment origin: All, From Till, or Other.
Show pending only	Displays only expenses without a payment date.

Pending expenses always appear

The date range filter narrows the paid expenses by Date paid. Pending expenses (without a Date paid) always appear regardless of the range — they stay visible until paid. Show pending only then further restricts the list to just the pending ones.

Sort order¶

Expenses are listed in this order:

Paid expenses first, by Date paid descending. Date due is the tiebreaker when several expenses share the same Date paid.
Unpaid expenses with a Date due, by Date due descending.
Unpaid expenses without a Date due at the bottom — newly added rows that haven't been filled in yet land here.

AI-processed expenses

Expenses created by automatic receipt processing (AI) are flagged as Awaiting review until a user confirms the data. These expenses are identified by a visual indicator in the list.

Common tasks¶

Recording a new expense¶

Click Add in the toolbar. A new row appears at the bottom of the table and the Category cell opens for editing automatically.
Fill in Category, Subcategories (optional), Description, Date due / Date paid, Amount, Payment method, and Source. Press Tab to move to the next field.
Data is saved automatically as each field is committed — there is no separate Save button.

To edit an existing row, click into any cell and press Enter, double-click, or just start typing. See Keyboard and mouse navigation for the full set of shortcuts.

Classifying expenses¶

Use the Category, Subcategory 1, and Subcategory 2 fields to organise expenses into groups. For example:

Category: PAYROLL
Subcategory 1: Employee name
Subcategory 2: SALARY, ADVANCE, SETTLEMENT, HOLIDAY

This makes it easy to search and total by period and expense type.

Deleting expenses¶

Tick the checkboxes of the expenses you wish to delete.
Click Delete selected.

Printing¶

Click Print to generate a report of the expenses currently displayed in the table.