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Track expenses

Posted
Updated
ByThe Wax Stak Team

By the end of this article you will be able to record a cost the moment it happens and trust that your profit and loss reflects it.

Billing › Expenses is the list of costs you recorded by hand — supplies, fuel, a tool, a subscription. Each one posts to your ledger twice over: what was bought, and what paid for it. That is why the form asks for two accounts.

Record an expense

  1. Click Add Expense.
  2. Expense Account — what kind of cost this is: supplies, fuel, and so on. The list shows your active expense-type accounts from the chart of accounts.
  3. Paid From — where the money came from: your bank account, the cash drawer or a credit card. If the list is empty, the dialog says so and Open Chart of Accounts takes you to add one under Settings › Accounting.
  4. Amount in dollars, the Date (today by default), a Description, and optionally the Vendor.
  5. Save. You see “Expense recorded” and the row appears in the list.

The list

  • Each row shows the Date, Vendor, Description, Expense Account, Paid From and Amount. Filter it by date with From and To, or by Expense Account.
  • A receipt icon on a row means a photo is attached — View receipt opens it. Receipts come from the field: a technician who records fuel or supplies on the phone photographs the receipt there, and it arrives here with the expense. The web form has no receipt upload.
  • Delete expense reverses it: your ledger gets a reversing entry, the original is kept, and the reversal cannot be undone. Record a corrected expense afterwards if the figure was wrong.

Good to know

  • A Pro or Business feature. On the Starter plan the page shows Bookkeeping is a Pro plan feature with Upgrade to Pro. Your books are kept regardless; upgrading unlocks the view and the full history comes with it.
  • Who. Recording expenses here needs the chart-of-accounts edit permission — the Admin and Accounting roles. A Manager records fuel and supplies from the phone without it, and those show up here too; a Technician cannot record expenses.
  • Where it lands. The Bookkeeping report’s profit and loss lists each expense under its account for the period of its Date. Once you have closed the books through a date, an expense dated on or before it is refused.
  • Mileage is not an expense you type here — the Mileage & Fuel report works it out from your vehicles and technicians.

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