Expense Tracking

The Expenses page is where you record everything your business spends — rent, salaries, ad spend, shipping costs, supplier payments, software subscriptions, and anything else that comes out of the business. It's split into two tabs: One-time Expenses for individual payments, and Recurring Expenses for costs that repeat on a schedule, like rent or a monthly subscription.

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Table of Contents

1. One-time Expenses
2. Categories
3. Status: Draft, Confirmed, Paid, Cancelled
4. Filtering by Date Range
5. The Period Summary
6. Recurring Expenses
7. Variable-Amount Recurring Expenses
8. How Expenses Affect Your Profit Reports
9. Where to Go Next

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One-time Expenses

The One-time Expenses tab is a running list of individual payments — each one is a single record with a description, an amount, a date, a category, and a status. Use it for anything that happens once: a supplier invoice, a one-off repair, a purchase of packaging materials, or an ad-hoc payment that doesn't repeat on a schedule.

Categories

Every expense is assigned a category — Marketing & Advertising, Salaries & Wages, Rent & Utilities, Shipping & Logistics, Software & Subscriptions, and more. Categorizing consistently is what makes your spending data useful later: it's what lets your profit reports tell you not just how much you spent, but what you spent it on.

Status: Draft, Confirmed, Paid, Cancelled

Each one-time expense carries a status:

• Draft — recorded but not yet finalized. Useful for a placeholder while you're waiting on an invoice or final amount.
• Confirmed — the expense is approved and recognized as a real cost to the business.
• Paid — payment has actually gone out.
• Cancelled — voided; it no longer counts as a real expense.

Only Confirmed and Paid expenses count toward your totals and reports. Draft and Cancelled expenses stay visible in your records for reference, but they're excluded from your spending summaries so a placeholder or a voided entry never inflates your numbers.

Filtering by Date Range

Above the expense list, a date-range filter lets you narrow the list to a specific period, with quick presets — today, the last 7 days, the last 30 days, or the current month — so you can jump straight to the period you care about without picking exact dates every time. You can also set a fully custom range for anything more specific, like comparing last quarter to this one.

The Period Summary

At the top of the One-time Expenses tab, a summary shows your total spend for the selected period — specifically, the sum of everything with a Confirmed or Paid status in that date range. This gives you an honest, always-current answer to "how much have we actually spent this month," without drafts or cancelled entries muddying the number.

Recurring Expenses

The Recurring Expenses tab holds templates for costs that repeat on a schedule — rent, salaries, a monthly software subscription, a quarterly insurance premium. Instead of manually re-entering the same expense every period, you set it up once as a template with:

• A frequency — weekly, monthly, quarterly, or yearly.
• A next due date, so you always know when the next occurrence lands.
• An active/paused toggle — pause a template temporarily (say, a subscription you've put on hold) without deleting it and losing its history.

Once set up, a recurring template generates its one-time expense entries automatically on schedule, so they show up in your One-time Expenses list and your reports without any manual re-entry.

Variable-Amount Recurring Expenses

Not every recurring cost is a fixed number — a utility bill, for instance, changes from month to month. Recurring templates support a variable amount: instead of a fixed figure, the template is marked as variable, and you enter the actual amount each time that period's expense is generated. This means you still get the convenience of an automatic recurring schedule, without forcing an inaccurate fixed number onto a cost that naturally fluctuates.

How Expenses Affect Your Profit Reports

Expenses aren't just a record-keeping exercise — they feed directly into your financial reports. In the path from Revenue down to Net Profit, your confirmed and paid expenses appear as a real line item, alongside cost of goods sold and courier fees, so your Net Profit figure reflects what your business actually kept, not just what it sold. Your financial reports also break spending down by category, so you can see at a glance where your money is actually going — for example, whether marketing or logistics is your biggest cost center this month — rather than just seeing one lump total.

Where to Go Next

• To see how expenses combine with revenue and courier costs into your overall profitability, check your Financial reports.
• To understand how order-level costs like courier fees factor into profit, read the Orders guide.