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Expenses are the money-out side of Finance. Invoices, orders and payments record what your clients owe and pay you; expenses record what you spend — stock, rent, ads, a contractor’s fee — so both sides sit in one place instead of in a separate spreadsheet. Expenses live on the Expenses tab in Finance.

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What an expense records

Each expense gets its own number, issued automatically per workspace and never reused — E-0001, E-0002, and so on, in the same way invoices are numbered INV-0001. You file each one against three things, all of which you create and maintain yourself in Finance settings:

Vendor

Who you paid — your supplier, landlord or contractor.

Category

What kind of spend it was — the grouping you’d use in your own books.

Account

Which account the money left from.
Set these up before you start recording expenses. An expense you can’t file properly is an expense you can’t find later.

Finance settings

Where vendors, categories and accounts are managed, along with invoice defaults and numbering.

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What expenses don’t do

Expenses are deliberately narrow, and it’s worth knowing the edges before you rely on them.
  • An expense is not linked to a contact. There’s no client on an expense, and no way to pass one on. If you need to bill a cost to a client, put it on an invoice as a line item instead.
  • You can’t attach a receipt. There’s no upload on the expense form — keep the paper or the PDF wherever you keep your accounting records.
  • Deleting is permanent. The app asks Delete expense <number>? This can't be undone. and it means it. Unlike an invoice, which you void so the trail survives, a deleted expense is gone. Correct an expense by editing it rather than deleting and re-entering.