Expenses logs money spent so your profit & loss is accurate. Boat fuel and servicing costs are pulled in automatically; everything else you add by hand.
When you'd use this
- Recording a bill or purchase your centre paid.
Recording an expense
- Open Finance → Expenses and press Add Expense.
- Fill in Category, Amount, Date, optional Subcategory, vendor/description/reference, and Paid via (Cash, Card, Bank transfer or Wise). Category and Subcategory come from your own list (see below); pick Other (type your own)… on either to enter a new one on the spot: it's saved to your list for next time.
- Press Export CSV to download the listed expenses (current filters applied) for spreadsheets or your accountant: Subcategory and the Paid via method are included, so you can break down spending by category and subcategory in your finance sheets.
Finding an expense
- The list shows 50 rows a page; use Previous and Next under it. The count, the total and the cards above always cover every page, not just the one you are looking at.
- Search looks at the vendor, description and reference (and a staff advance's name and how it was paid). The list updates when you stop typing for a moment.
- Changing a filter or the search takes you back to page 1.
- If the list can't load, you'll see "Couldn't load expenses" with the reason instead of the list, and the total and cards are hidden. Nothing you entered is lost: refresh the page to try again. The same applies to your category list ("Couldn't load categories").
- Export CSV downloads every matching expense, not just the page on screen. If expenses change while it downloads, you'll be asked to try again so the file is never short or doubled.
Your categories and subcategories
Each centre keeps its own list of expense categories, and each category can have subcategories under it (for example a Boat category with Fuel, Service and Ferry tickets beneath it). This is what lets you drill into where money goes.
- Press Manage categories, next to the Category box on the form, or above the table, to open the manager.
- Add a category (or a subcategory under one), rename either, or delete one you don't use.
- Lists are shown in alphabetical order.
- Renaming updates your past expenses to match, so your reports stay consistent (handy for merging accidental duplicates like "fuel" and "Fuel").
- You can't delete a category or subcategory that expenses are still using: rename it or move those expenses first, and you'll be told if so.
Expenses you mark Paid via → Cash are deducted in the cash drawer's System-recorded cash panel, so the till reconciles cash both in and out.
Editing and voiding an expense
Made a mistake? You can fix it: the books stay correct automatically.
- Edit · press the pencil on an expense's row, change whatever's wrong (amount, category, date, vendor, payment method…), give a short reason for the change, and Save changes. Behind the scenes this re-posts the expense correctly in the ledger and keeps a record of the change: nothing is silently overwritten.
- Void · for an expense that shouldn't be there at all (e.g. entered twice), press the Void button, give a reason, and type the amount to confirm. Voiding removes it from your reports and totals but keeps it on record (it never disappears). It can't be undone: re-enter the expense if you need it back. Voiding is a manager/owner/finance action; reception can edit but not void.
- Voided expenses are hidden by default; tick Show voided to review them (shown greyed with a "Voided" tag, and they never count towards any total).
- Auto-pulled (boat-log) expenses can't be edited here: correct them on the boat log they came from.
Auto-pulled costs
- Cards show This Month, Fuel (month), Maintenance (month) and an Auto-pulled total. Fuel and service entries logged on a boat appear here as "Boat fuel" / "Boat service": you don't re-enter them.