How to register an expense

Why record expenses?

Without expense tracking you do not know whether you are making money. Many owners only discover they are running at a loss at tax time.

Step by step

1. Go to Transactions in the menu.

2. Click + New Transaction.

3. Select the type: Expense.

4. Choose the category (e.g. Maintenance, Salaries, Electricity).

5. Enter the description, amount and date.

6. If the bill is already settled, tick "Mark as paid".

7. Click Save.

Planned and actual payment method

When you record the expense you say how you intend to pay — Pix, bank slip, card, cash. When the payment is registered, that choice automatically fills in the actual method, which is how the cost was really paid.

Most of the time the two match and you need do nothing. The distinction only matters when it changes: you planned a bank slip and ended up paying by Pix.

Purchases split into instalments

If the cost was split across several charges — a fridge over 10 months, a refurbishment over 3 — record one expense and enter the number of instalments, rather than creating several loose entries. Each instalment gets its own date and status, and the history stays tied to the original purchase.

See Instalment expenses and payment method.

Practical tip

Record expenses on the day they happen. Leaving it for later increases the chance you forget.

Common mistakes

Recording only revenue and ignoring expenses — the reports come out wrong

Using the wrong categories — it distorts the P&L

Recording each instalment of a purchase as a separate expense — you lose sight of the total

Suggested use

Split expenses by category to see where you are spending most (e.g. maintenance, marketing, staff).