What this page is for
Record one cost, or one bill shared by several units (for example a cleaning company invoice for three flats).
Who can use it
Record expenses to add and to correct your own until settled. Change any expense for other people's entries. Mark expenses settled for the settled box. Delete expenses to delete.
How to record an expense
- Choose the unit, or Company (no unit) for shared overheads.
- Choose the category (grouped), the date, the currency and the total amount including VAT. Enter the VAT part if there is one.
- Add the supplier, a description and who paid.
- Add the receipt: on a phone you can take a photo or pick a file.
- Select Save, or Save and add another to keep going.
How to split a bill
- Open Split one bill over several units.
- Choose Equally and tick the units; the amount and VAT are divided so the parts add up exactly.
- Or choose By amount, tick the units and type each unit's share; the shares must add up to the bill.
- Select Save. Each unit gets its own expense, sharing the receipt.
Fields and columns
| Field | Meaning |
|---|---|
| Unit | Where the cost belongs. Company costs have no unit. |
| Category | From Expense categories. Some categories leave costs out of P&L by default. |
| Amount | The total paid, including VAT. |
| Of which VAT | The VAT included in the amount. |
| Paid by | Who spent the money. |
| Receipt | JPG, PNG, WebP or PDF up to 10 MB. Stored privately; photo location data is removed. |
| Leave out of P&L | For company overheads not shared with owners. |
| Settled | The person who paid has been paid back. |
Statuses and automation
- Before saving, you are warned when an expense with the same unit, amount, currency, date and supplier already exists. Tick Save even if it looks like a duplicate to save it anyway.
- Expenses above an approval rule wait for approval.
- Changing the settled box tells the cash modules (staff money transfers).
Settings that change this page
Expense categories; Exchange rates (which currencies you can choose); Approvals rules.
FAQs
Why can't I choose another currency? Only currencies in use on the Exchange rates page are offered.
What if I split wrongly? Edit or delete the parts one by one; they are marked as part of a split bill.
Troubleshooting
| Problem | What to do |
|---|---|
| "The amounts per unit must add up to ..." | Correct the shares so their sum equals the amount. |
| "This type of file is not allowed." | Use a photo (JPG, PNG, WebP) or a PDF. |