Record expenses and income outside invoices

Use Expenses for workshop costs such as rent, utilities, salaries or subcontracted work. Use Income for receipts that are not customer invoice payments, such as a scrap sale.

Record an expense

1. Open Finance → Expenses → Record expense.
2. Enter Date, Amount (incl. VAT), Of which VAT and Category.
3. Choose a supplier or enter a Vendor where appropriate.
4. Select Paid now for money already paid, or Pay later (pending) for a bill still awaiting payment.
5. Check Payment method, Paid from, due date and details, then Save.
6. Use Upload receipt on the saved expense if you have a supporting document.

The VAT field is part of the amount, not an extra charge added on top. It must not exceed the total amount. Receipt uploads accept JPG, PNG, WebP or PDF up to 8 MB.

Pay a pending expense

Use Mark paid and enter the actual payment details. A pending bill is recorded as a cost but should not be confused with cash that has already left the account.

Payroll categories can offer employee details. Viewing or recording pay-related amounts requires employee-compensation access. Hidden payroll figures are withheld, not zero.

Record other income

Open Finance → Income → Record income, enter the date, inclusive amount, VAT portion, category and payer, then choose the method and Received into account and Save.

What happens next

Paid expenses and received income create their corresponding money movements. Posted amount, account, method and date are locked. An authorised person must Void and re-record when those financial facts are wrong.

Troubleshooting

Do not record an invoice payment again under Income: it would duplicate the receipt. Do not record a supplier payment again as a new expense if the purchase already represents the cost. A void is a reversal, not a delete-and-forget action.

Related articles

• Payment accounts and ledger
• Financial reports and statements