Counter · expenses
Every rupee out, on the same ledger.
Rent, electricity, the chai for a corporate client, the courier who dropped off frames — if cash left the branch, it belongs here. Logged once, it flows straight into the daily report, the monthly P&L, and your recoverable GST.
1 · Open the form
In the sidebar, open Expenses and click + New expense, or go to /expenses/new directly. It's a single page, filled top to bottom.
2 · Where & what
Two required choices that decide how the expense reports:
| Field | What it does |
|---|---|
| Branch | Which outlet the spend belongs to. Defaults to yours. Drives branch-level P&L. |
| Category | The expense line — rent, salary, electricity, marketing, etc. Each category is tagged Fixed (predictable recurring) or Variable (ad-hoc daily), which the form shows as you pick. This is what groups the monthly close. |
3 · Money
Amounts are entered in rupees and stored to the paise:
| Field | Notes |
|---|---|
| Amount (₹, incl. GST) | Required, must be positive. The full amount you paid, tax included. |
| GST (₹) | Optional. The recoverable input-tax portion of the amount above — the form pre-hints the category's default rate. Can't exceed the total. Capturing it is what lets the expense feed your input-tax credit. |
| Payment method | Cash, UPI, card, bank transfer, cheque, or other. |
| Payment reference | Optional — UPI txn id, cheque number, NEFT UTR. Speeds up reconciliation later. |
4 · When
Two dates, and the distinction matters more than it looks:
| Field | What it means |
|---|---|
| Incurred on | Required. The day the expense is attributed to — this is what the Daily Sales Report and P&L pivot on. For May's electricity bill, this is May, even if you pay it in June. |
| Paid on | Optional. The day the cash actually moved. Often the same, but a cheque or NEFT can clear days later. Leave blank if it's the same as incurred. |
5 · Vendor & invoice (optional)
Skip this for petty cash; fill it for anything you'll claim input-tax credit on:
- Vendor name — who you paid.
- Vendor GSTIN — the 15-character GSTIN. Required if you want the GST to count toward input-tax credit; the form checks the format.
- Invoice number — the bill reference.
- Attachment URL — a link to the scanned bill, receipt, or proof of payment.
6 · What it was for
A one-line Description is required — “May 2026 electricity bill”, “courier — frame delivery from Mumbai”. It surfaces in the DSR and the monthly close, so make it the thing you'd want to read six months later. An optional Notes box takes any extra context.
7 · Save
Click Save expense →. The expense is confirmed immediately and you return to the expenses list filtered to that branch. It now counts against the day's numbers.
Categories & recurring spend
Expense categories
Expenses → Categories is your chart of expense lines. Each carries a few flags that shape the P&L:
- Fixed vs variable — predictable recurring (rent, salary) versus ad-hoc daily.
- Default GST rate — pre-fills the GST hint on the expense form.
- Below EBITDA — for interest, income tax, depreciation, and amortization, so they sit beneath the operating-profit line.
- Archived — stays readable on old expenses but hides from new entry.
Recurring expenses
Expenses → Recurring holds templates for the bills that come every period — rent, electricity, salary, internet. Set the amount, category, and cadence (monthly, quarterly, or yearly on a chosen day) once. The list flags each one as due or overdue so nothing slips, and you post the period's expense from there in a click.
Next up
All reports →Expenses you log here drive the Daily Sales Report, the P&L, and the dedicated expenses report.