Expense Tracking - User Guide

Overview

The Expense Tracking feature in autoGMS gives you a clear picture of where your garage's money is going. Whether it is rent, parts, staff wages, or a new piece of equipment, every outgoing payment can be recorded, categorized, and analyzed -- all in one place.

With Expense Tracking you can:

• Log one-time and recurring expenses with full details.
• Organize spending into the expense categories available in the app for day-to-day garage costs.
• Calculate VAT automatically, record zero-VAT expenses when applicable, and track which VAT amounts are recoverable.
• Set up recurring expenses so regular bills (rent, software subscriptions, insurance) are created for you on schedule.
• View the current expense list with summary cards, filtering, sorting, and inline payment-status updates.
• Export your expense data to CSV for your accountant or for your own records.
• Link parts purchases directly to your inventory so stock levels update automatically.
• Keep ordinary operating expenses separate from accounting-specific items such as prepaid expenses and expense payables, which belong in Financial Entries.

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How to Access Expense Tracking

1. Log in to your autoGMS dashboard.
2. Open your garage from the sidebar.
3. In the garage navigation, click Expenses.

You will land on the main Expenses page, which has three tabs across the top:

Tab	What it shows
All Expenses	A searchable, filterable list of every expense you have recorded, along with summary stat cards at the top.
Recurring	A dedicated view for managing recurring expense templates -- pause, resume, or cancel them here.
Activity	A chronological feed of expense entries showing what was added, who added it, where it came from, and when it was recorded.

The page header includes:

• Add Expense dropdown -- a split button with three options:
  • One-off Expense -- opens the add expense dialog for a single expense entry.
  • Batch Import -- opens the CSV import wizard to create multiple expenses at once.
  • Copy Import Link -- copies a garage-specific import URL to your clipboard, so you can share it with a client or colleague.
• Financial Actuals button -- opens the Financial Actuals report for your garage, where you can review expenses within your broader actual financial performance.
• Export button -- exports the currently filtered expense list as a CSV file.

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Key Features at a Glance

• Standard operating expense capture for everyday garage spending
• One-time and recurring expense types
• Built-in VAT calculator with tax-inclusive / tax-exclusive toggle
• 0% / no-VAT support for zero-rated, exempt, or otherwise non-taxed expenses
• Partial payment tracking for expenses not yet fully paid
• Vendor autocomplete that learns from your previous entries
• Inventory linking for parts purchases (COGS category)
• Financial reporting access from the Expenses page so you can review expense figures in the Financial Actuals report
• CSV export for accounting and tax preparation
• Quick inline status updates -- change payment status directly from the table

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Step-by-Step Guide

Adding a New Expense

1. From the Expenses page, click the Add Expense button and choose One-off Expense from the dropdown.
2. A dialog will open with a form. Fill in the required fields:

Required fields:

Field	What to enter
Category	Choose the type of expense from the dropdown (see the full category list below).
Description	A short summary of what the expense is for. Must be at least 3 characters.
Amount	The total amount. Your garage's currency is shown automatically.

Other helpful fields:

Field	What to enter
Date	Defaults to today. Click the date button to open a calendar picker and choose a different date.
Vendor	The supplier or company you paid. As you type, autoGMS will suggest vendors you have used before.

3. The VAT Calculator panel appears on the right side of the form. It will automatically compute a VAT breakdown based on your garage's default VAT rate. You can adjust the rate, toggle between tax-inclusive and tax-exclusive, and mark whether the VAT is recoverable. More details in the VAT Calculator section below.

4. In the rest of the form, you can also set:

   • Payment Method -- Cash, Card, Bank Transfer, Check, or Online Payment.
   • Payment Status -- Paid, Unpaid, or Partially Paid. If you choose Partially Paid, a field appears where you enter the amount paid so far; autoGMS will show the remaining balance.
   • Recurring Expense -- Toggle this on to make the expense repeat automatically (see Recurring Expenses below).
   • Notes -- Any additional details you want to record.

5. Click Save Expense (or press Ctrl+Enter as a keyboard shortcut).

Good to know: The description field shows a smart placeholder that changes based on the category you select, giving you a hint of what to type. For example, selecting "Utilities" might show "Monthly electricity bill" as a suggestion.

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Expense Categories

When you add or edit an expense, you will pick one of the categories currently available on the page:

Category	When to use it
Administrative	Office supplies, postage, stationery, general admin costs.
COGS (Parts & Materials)	Cost of goods sold — parts, materials, and components used in jobs. This category also allows you to link the expense to your inventory (see below).
Equipment	Lifts, diagnostic tools, compressors, and other workshop equipment.
Fixed Assets	Major purchases such as property, large machinery, or vehicles owned by the business.
Fuel	Petrol, diesel, or other fuel for company vehicles or equipment.
Insurance	Business insurance, vehicle insurance, liability coverage.
Labor	Staff wages and salaries. Labor expenses can be linked to specific technicians for payroll tracking.
Maintenance	Upkeep and repairs for your premises or equipment.
Marketing	Advertising, social media campaigns, signage, promotions.
Operational	Day-to-day running costs that do not fit neatly into another category.
Rent	Monthly or periodic rent for your garage premises.
Tax Payment	VAT payments, corporate tax, or other government levies.
Training	Courses, certifications, and professional development for staff.
Utilities	Electricity, water, internet, phone bills.
Other	Anything that does not fit into the categories above.

Each category has its own color indicator, making it easy to spot expense types at a glance in the table and in analytics charts.

Important: If the item is not a normal operating expense, do not force it into this page just because it feels “expense-like.” Use Financial Entries for prepaid expenses, expense payables, capital contributions, asset-style accounting entries, and account transfers.

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One-Time vs. Recurring Expenses

One-time expenses are the default. You record them once, and they appear in your expense list for that date.

Recurring expenses are for bills that repeat on a schedule. When you toggle the "Recurring Expense" switch on while adding an expense, autoGMS will:

1. Create the initial expense entry for the date you specified.
2. Set up a recurring template that automatically generates new expense entries on schedule.
3. Show you the next due date so you know when the next entry will be created.

Available recurring periods:

Period	How often a new entry is created
Weekly	Every 7 days from the original date.
Monthly	Same day each month.
Quarterly	Every 3 months.
Annually	Once a year.

Good to know: You can also convert an existing one-time expense into a recurring one by editing it and toggling the recurring switch on.

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Managing Recurring Expenses

Click the Recurring tab at the top of the Expenses page to see all your recurring expense templates.

What you will see:

• Summary cards at the top showing:
  • Total number of recurring templates.
  • How many are currently active.
  • How many are paused.
  • A monthly projection estimating your total recurring costs per month.
• A table listing every recurring template with its description, category, amount, frequency, next due date, status (Active or Paused), and how many expense instances have been created so far.

Actions you can take on each recurring template:

Action	What it does
Pause	Temporarily stops the automatic creation of new expenses. The template stays in your list and can be resumed at any time. You will be asked to confirm before pausing.
Resume	Restarts a paused recurring expense. New entries will begin being created again from the next due date.
Cancel	Permanently stops the recurring expense. Previously created expense entries are not affected — they remain in your records. You will be asked to confirm before cancelling.

Good to know: Pausing is ideal for seasonal expenses or when you switch vendors temporarily. Cancelling is best when you no longer need the expense at all.

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Expense Activity Feed

Click the Activity tab to see a chronological feed of expense creation activity.

What you will see:

A table with the following columns:

Column	What it shows
Added	When the expense entry was created in autoGMS.
Added by	The team member who created the entry. If an expense was created automatically by the recurring engine, this shows System.
Expense	The expense description, category, and whether it is a one-off expense, recurring template, or recurring instance.
Source	How the expense was added — for example manual entry, import, purchase order, or recurring automation.
Amount	The recorded amount for the entry.
Expense date	The accounting date assigned to the expense itself.

You can search the activity feed by description, vendor, or notes to quickly find a specific expense entry.

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What You Can Do From the Expenses Page

The current Expenses page supports these day-to-day workflows:

• create a one-off expense
• import expenses in bulk from CSV or Excel
• copy a garage-specific import link that opens the import flow directly
• review, search, sort, and filter the main expenses table
• update payment status inline from the table
• open full expense details
• edit manual expenses
• delete manual expenses
• manage recurring expense templates in the Recurring tab
• review creation history in the Activity tab
• export the currently filtered expense list
• jump to Financial Actuals for reporting context

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Expenses Page vs. Financial Actuals

The Expenses page is your working area for day-to-day expense management. Use it to add expenses, import them in bulk, organize them by category, manage recurring templates, review activity, and export filtered records.

The Financial Actuals report is a reporting view. Use it when you want to analyze how recorded expenses fit into your garage's wider financial results and actual performance.

In short:

• Use Expenses to record and manage expense data.
• Use Financial Actuals to review and interpret that data in a broader financial reporting context.

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Using the VAT Calculator

Every time you add or edit an expense, the VAT Calculator panel appears on the right side of the form. It gives you a real-time breakdown of your expense amounts.

What you will see:

• The amount you entered, displayed prominently.
• A breakdown showing Net Amount, VAT Amount (with the percentage shown as a badge), and the Total (Gross) Amount.
• Three controls:
  • Price includes VAT toggle -- Turn this on if the amount you entered already includes VAT. Turn it off if the amount is the net (before-tax) price.
  • VAT Rate field -- Your garage's default VAT rate is filled in automatically. You can change it for individual expenses if needed, including setting it to 0% for non-VAT expenses.
  • VAT Recoverable toggle -- Turn this on if you can claim this VAT back from the tax authority. When on, a green panel shows the recoverable amount.

How the calculation works:

• If "Price includes VAT" is on: autoGMS extracts the VAT from the total you entered. For example, if you enter 105 with a 5% VAT rate, the net amount is 100 and the VAT is 5.
• If "Price includes VAT" is off: autoGMS adds the VAT on top. For example, if you enter 100 with a 5% VAT rate, the VAT is 5 and the total is 105.
• If the item has no VAT, set the VAT rate to 0%. The expense will still save correctly, and the VAT amount will remain zero.

Good to know: The VAT rate automatically fills in based on your garage's settings. If your garage is set up in the UAE, it will default to 5%. You can always override it per expense.

Important: Supporting VAT at 0% does not mean every accounting scenario should be entered on this page. Use Expenses for normal day-to-day costs with or without VAT. Use Financial Entries when the item needs accounting treatment beyond a standard operating expense.

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When to Use Expenses vs. Financial Entries

Use the Expenses page when the item is a normal operating cost you want to record directly against the business, such as rent, utilities, fuel, marketing, maintenance, insurance, labor, or parts purchases.

Use the Financial Entries page instead when the item needs accounting-specific treatment, for example:

• Prepaid Expense -- when the cost should be recognized over time rather than all at once
• Expense Payable -- when you want to recognize the cost now and settle it later
• Asset Purchase -- when the purchase should be treated as a balance sheet asset rather than a normal operating expense
• Capital Contribution -- when money is being injected by the owner or business
• Account Transfer -- when cash is moving between your own accounts and should not be treated as income or expense

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Viewing an Expense

Click the View button on any expense row to open its full details.

What you will see:

• The expense category and payment status as colored badges.
• The gross amount displayed prominently, with net and VAT amounts shown below it.
• A full description of the expense.
• Basic information: date, vendor, payment method, and invoice number (if applicable).
• If the expense is recurring: the frequency and next due date.
• Related information: if the expense is linked to a technician (for labor expenses), a booking, or an inventory item, those links are shown.
• Any notes attached to the expense.
• Tags, if any have been added.
• Metadata: who created the expense, when it was created, payment status, amount paid, and when it was paid.

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Editing an Expense

Click the Edit button on any expense row to modify it. The edit form is identical to the add form, with all current values pre-filled.

You can change any field: category, description, amount, date, vendor, payment details, VAT settings, recurring settings, and notes.

A few things to be aware of:

• Auto-generated expenses cannot be edited. If an expense was automatically created by the system (for example, from a COGS or labor bulk import), a lock icon will appear and the system will explain that the expense is read-only.
• Labor expenses linked to technicians will show an information banner at the top of the edit form indicating which technician is linked and their salary.
• Click Save Changes (or press Ctrl+Enter) when you are done.

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Deleting an Expense

Click the Delete button on any expense row. A confirmation dialog will appear showing the expense description and amount. Click Delete to confirm, or Cancel to go back.

Good to know: Auto-generated expenses cannot be deleted from the expense list. They are managed by the system processes that created them.

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Linking Expenses to Inventory

When you select the COGS (Parts & Materials) category, a special "Link to Inventory" section appears in the add-expense form.

How to use it:

1. Check the Update Inventory checkbox.
2. Select an inventory item from the dropdown. The dropdown shows each item's name and current stock level.
3. Enter the quantity you purchased.
4. autoGMS will show you a preview of the stock update:
   • Current stock level and what it will change to.
   • The current average unit cost and what the new weighted average will be.
   • The purchase unit cost for this transaction.
   • If your amount is VAT-inclusive, a note explaining that VAT has been excluded from the unit cost calculation.

Need to add a new inventory item? Click the "Create New Item" option at the bottom of the dropdown. A mini-form appears where you can enter the item name and category (parts, fluids, filters, tires, batteries, accessories, tools, or other). The item is created instantly and selected for you.

Good to know: The inventory linking feature ensures that your stock levels and cost-of-goods calculations stay accurate without requiring manual inventory adjustments.

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Understanding the Expense Table

The All Expenses table shows the following columns:

Column	What it shows
Category	Expense category with a color-coded dot indicator.
Description	Short summary of the expense. Hover to see the full description and any notes.
Type	Whether the expense is One-time, Recurring (with frequency tooltip showing next due date), or Auto-Generated (created by the system).
Amount	Gross amount in bold, with net amount shown below it.
VAT	VAT amount with the tax rate percentage shown below it.
Date	When the expense occurred.
Vendor	The supplier or company paid.
Payment Method	Cash, Card, Bank Transfer, Check, or Online.
Payment Status	An inline dropdown where you can change the status directly (Unpaid, Partially Paid, or Paid).

Each row has action buttons on the left: View, Edit, and Delete. Edit and Delete are hidden for auto-generated expenses.

The table supports sorting by clicking the sortable column headers such as description, amount, VAT, date, vendor, and payment method.

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Filtering and Searching Expenses

The main Expenses table provides several ways to find what you need:

Search bar -- Type any keyword to search across expense descriptions, categories, vendors, and other fields.

Category filter -- Click the category dropdown in the toolbar to filter expenses by one or more categories. You can select multiple categories at once.

Month filter -- Use the month selector to view expenses for a specific month. The dropdown shows the last 12 months. Selecting a month automatically sets the date range for you.

Payment status -- You can change an expense's payment status (Unpaid, Partially Paid, or Paid) directly from the table without opening the edit form. Just click the status dropdown on any row.

Reset filters -- Click the reset button to clear all active filters and return to the default view.

Good to know: Your filter selections are saved in the URL. This means you can bookmark a filtered view or share the link with a colleague, and they will see the same filtered results.

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Expense Summary Cards

The page shows summary cards on larger screens at the top of the All Expenses tab:

Card	What it shows
Total Expenses	The total net amount of all expenses in the current view, along with the number of expense entries.
Average per Expense	The average net amount across all expenses in the current view.
This Month	The total for the current calendar month (independent of date filters).
VAT	The VAT total surfaced on the page for the current expense data.

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Exporting Expense Data

You can export your expenses from the main Expenses page by clicking the export button in the page header. This exports the currently filtered expense list with columns for date, category, description, amount, vendor, payment method, and payment status.

The CSV file is named automatically with the garage name and date, making it easy to organize your records.

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Importing Expense Data from a Spreadsheet

You can bulk-create expenses from a CSV file or Excel workbook (.xlsx) directly from the main Expenses page. The import wizard walks you through five steps: Upload, Map Fields, Map Categories, Review Rows, and Results.

Step 1: Upload

1. Click Add Expense in the page header and choose Batch Import from the dropdown.
2. Drag and drop a CSV or Excel (.xlsx) file onto the upload area, or click to browse your files.

File constraints:

Constraint	Limit
Format	CSV or Excel (.xlsx)
Worksheet	First worksheet only
Headers	Row 1 must contain column headers
Formulas	Saved cell values only
Max file size	5 MB
Max rows per import	500
Mode	Create only -- existing expenses are never matched, updated, or merged

The upload step also shows these constraints at a glance so you know what to expect before uploading.

Step 2: Map Fields

autoGMS reads your uploaded headers and automatically suggests which column should fill each expense field. You must confirm the mapping before continuing.

Required fields (every import must map all four):

Field	What it maps to
Date	The date of each expense.
Description	A short summary of the expense.
Amount	The total (gross) amount.
Category	The expense category from your source file (mapped to autoGMS categories in the next step).

Optional fields (skip any that your file does not include):

Field	What it maps to
Net Amount	The pre-tax amount (if your file tracks net separately from gross).
Tax Amount	The VAT or tax portion of the expense.
Vendor	The supplier or company paid.
Subcategory	A secondary classification within the main category.
Payment Method	Cash, Card, Bank Transfer, Check, or Online.
Payment Status	Paid, Unpaid, or Partially Paid.
Invoice Number	A reference or invoice number.
Notes	Any additional details or memo text.
Tax Rate	The VAT/tax percentage for the row.
Tax Inclusive	Whether the amount already includes tax (true/false, yes/no).

For each optional field, you can tick Skip this field if your file does not have a matching column.

A raw file preview showing the first five rows of your upload is displayed at the bottom of this step so you can verify the mapping looks correct.

Rules:

• A single uploaded column can only be mapped to one expense field at a time. Duplicate assignments are blocked with an error message.
• Field mappings are not saved between imports -- they are re-detected and re-confirmed every time.

Step 3: Map Categories

Every distinct category value found in your file must be matched to one of autoGMS's supported expense categories before you can continue.

• autoGMS auto-matches common names (e.g., "Parts" maps to COGS, "Salary" maps to Labor).
• Any unmatched categories are highlighted and must be resolved manually using the dropdown.
• A Remember these mappings checkbox (on by default) saves your category mappings for this garage, so future imports from the same source auto-fill correctly.

Step 4: Review Rows

A paginated table (25 rows per page) shows every row from your file after field and category mapping has been applied. Each row displays: row number, date, category, description, vendor, invoice number, total, tax, net amount, and a status indicator (Ready or issue count).

What you can do on this step:

• Search -- filter rows by description, category, vendor, notes, invoice number, or date.
• Select rows -- use the checkbox on individual rows or the header checkbox to select the entire page.
• Mark as recurring -- tick the Recurring checkbox on any row to make that imported expense a recurring template. When enabled, a frequency dropdown appears (Weekly, Monthly, Quarterly, or Annually).
• Bulk actions -- select multiple rows, then use the toolbar to:
  • Mark recurring -- set all selected rows to recurring with the currently chosen frequency.
  • Mark one-off -- revert selected rows back to one-time expenses.
  • Set frequency -- choose a frequency from the dropdown and apply it to all selected recurring rows.

Good to know: Recurring rows created via import start from the next future due date. Past periods are not backfilled.

Rows with validation issues (missing required data, unparseable dates or amounts) are flagged with an issue count and will be skipped during import. Only rows marked "Ready" are created.

The Import button shows the exact count of expenses that will be created (e.g., "Import 47 expenses"). It is disabled if there are no valid rows or if categories are still unmapped.

Step 5: Results

After the import completes, a results screen shows:

• A summary: total rows processed, number of expenses created, and number of errors.
• If any rows failed, an Import issues section lists each failed row number and the reason.
• You can click Import Another to start a new import, or Done to close the dialog.

Sharing an Import Link

Staff can copy a garage-specific import URL using the Copy Import Link option in the Add Expense dropdown. Send this link to a client so they can log in and import their own expense data directly, without sharing financial files with support.

Tips for best results

• Use one header row only.
• Make sure dates are exported as readable date strings (e.g., "2025-03-15" or "15 Mar 2025").
• Keep category names consistent across exports if you want saved mappings to help with future uploads.
• Review the preview carefully if your accounting export uses generic headers like Type, Account, or Memo.
• If your file includes both gross and net amounts, map both -- autoGMS will use them directly instead of recalculating.

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How Expenses Feed into Financial Reports

Expenses recorded in autoGMS automatically flow into your garage's financial reporting:

• Financial Overview -- Your total expenses (net of VAT) appear in the overall financial summary alongside revenue, giving you a clear picture of profitability.
• Cash Flow -- Expenses are broken down by payment method in the cash flow analysis, showing you where your money is going.
• VAT Reporting -- Claimable and non-recoverable VAT amounts are calculated and displayed, helping you prepare for tax filings.
• Profit and Loss -- Net expense totals are used to calculate your garage's net profit when compared against revenue from completed bookings.

Good to know: Only the net amount of each expense (excluding VAT) counts toward your total expenses in financial reports. The VAT portion is tracked separately for tax recovery purposes.

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Tips and Best Practices

• Record expenses as they happen. The sooner you log an expense, the less likely you are to forget it. The form is quick -- category, description, and amount are all you need to get started.

• Use recurring expenses for predictable bills. Rent, insurance premiums, software subscriptions, and utility bills are great candidates. Set them up once and let autoGMS handle the rest.

• Keep vendor names consistent. The autocomplete feature works best when you use the same vendor name each time. Instead of "ADNOC Station" one time and "ADNOC" the next, pick one and stick with it.

• Take advantage of the VAT calculator. If you receive invoices that include VAT, leave the "Price includes VAT" toggle on and enter the total from the invoice. autoGMS will extract the net and VAT amounts for you.

• Mark VAT as non-recoverable when appropriate. Not all business expenses qualify for VAT recovery. Toggle the "VAT Recoverable" switch off for expenses like entertainment or personal-use items.

• Use partial payment tracking for large expenses. If you are paying for equipment in installments, set the status to "Partially Paid" and record each payment. The remaining balance is always visible.

• Link COGS expenses to inventory. When you buy parts, always use the COGS category and link to the inventory item. This keeps your stock levels and cost calculations accurate automatically.

• Review the Recurring tab regularly. Check in monthly to make sure all your recurring templates are still relevant. Pause or cancel any that are no longer needed.

• Export monthly for your records. At the end of each month, export your expenses to CSV. This gives your accountant clean data and serves as a backup.

• Use the Activity log to confirm what was created. If a recurring expense was generated, you will see the created entry in the Activity tab along with who or what added it.

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Frequently Asked Questions

Can I add expenses for past dates?

Yes. When adding an expense, click the date field and select any date from the calendar. This is useful for recording expenses that happened before you started using autoGMS, or for entering receipts you received late.

What happens when I delete a recurring expense template?

Cancelling (deleting) a recurring template permanently stops new expenses from being generated. However, all expenses that were already created by that template remain in your records and are not affected.

Can I edit an auto-generated expense?

No. Expenses that were automatically generated by the system (such as those created from bulk COGS or labor imports) are read-only. This protects the integrity of automated records. You can still view their full details.

How does the vendor autocomplete work?

As you type in the Vendor field, autoGMS looks at vendors you have used before for the current garage and category. It suggests matching names so you can pick one with a click instead of typing the full name again.

What is the difference between "Price includes VAT" on and off?

• On (tax-inclusive): The amount you enter is the total, and autoGMS calculates how much of that total is VAT. Use this when your supplier invoices show a VAT-inclusive total.
• Off (tax-exclusive): The amount you enter is the net price before tax, and autoGMS adds the VAT on top. Use this when your supplier invoices show a net amount plus VAT separately.

Can I track expenses across multiple garages?

Yes. Each expense is tied to a specific garage. If you manage multiple garages, navigate to each garage's Expenses page to add and view expenses for that location.

How do I change the payment status of an expense without opening the edit form?

On the All Expenses table, each row has a payment status dropdown. Simply click the dropdown and select the new status (Unpaid, Partially Paid, or Paid). The change is saved immediately.

What currencies are supported?

autoGMS automatically uses the currency configured for your garage. Common currencies include AED (UAE), SAR (Saudi Arabia), QAR (Qatar), GBP (United Kingdom), and EUR (Europe). The currency symbol appears next to all amounts throughout the expense features.

Can I search or filter by vendor?

Yes. Use the search bar on the main Expenses table to type a vendor name.

How do I know if a recurring expense was created successfully?

Check the Activity tab. When the system creates a recurring expense entry, the created expense will appear there with its source and creation time.

Can I export expenses for a specific date range?

Yes. Use the month filter to narrow your view to the desired period, then click the export button. Only expenses within the selected range will be included in the CSV file.

Can I import expenses from a spreadsheet?

Yes. You can import either a CSV file or an Excel workbook (.xlsx) up to 5 MB and 500 rows. The importer reads the first worksheet only, expects row 1 to contain headers, and uses saved cell values for formula cells. Then click Add Expense and choose Batch Import. A five-step wizard walks you through uploading, mapping fields, mapping categories, reviewing each row, and viewing results. You can also mark individual rows as recurring during the review step.

Will import update existing expenses?

No. The expense importer is create-only. If the same row is imported twice, autoGMS treats it as two separate expenses.

Can I make imported expenses recurring?

Yes. During the Review Rows step of the import wizard, tick the Recurring checkbox on any row and choose a frequency (Weekly, Monthly, Quarterly, or Annually). You can also select multiple rows and use the bulk actions to mark them all as recurring at once.

What happens to rows with errors during import?

Rows with validation issues (missing required fields, unparseable dates or amounts) are flagged during the Review step and skipped when you click Import. The Results screen lists each failed row with the specific error so you can fix your file and re-import if needed.

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Quick Reference

I want to...	Go here	Do this
View all expenses	Sidebar → Expenses	Browse the list
Add an expense	Add Expense → One-off Expense	Fill form, select category, save
Import expenses from a spreadsheet	Add Expense → Batch Import	Upload, map fields, map categories, review, import
Share import link	Add Expense → Copy Import Link	Send link to client or colleague
Record a parts purchase	Add Expense → Category: COGS	Toggle "Update Inventory"
Set up recurring expense	Add Expense → Advanced → Recurring	Set frequency, save
Record partial payment	Add Expense → Status: Partially Paid	Enter amount paid
Mark expense as paid	Expense row → Status dropdown	Select Paid
Edit an expense	Expense row → Edit	Update details, save
Delete an expense	Expense row → Delete	Confirm deletion
Filter by category	Category dropdown	Select category
Filter by month	Month dropdown	Select month
Search expenses	Search bar	Type description or vendor
View recurring expenses	Recurring tab	See active templates
Pause a recurring expense	Recurring tab → Pause	Stops auto-creation
Resume recurring expense	Recurring tab → Resume	Restarts auto-creation
View activity log	Activity tab	See auto-created entries
Export expenses	Export button	Download CSV
View expense analytics	Analytics button	See trends and breakdowns