Tracking expenses

Expenses lives under Payouts in your sidebar. Only the shop owner sees it — staff can't view or change expenses.

What an expense is

One expense is one receipt — one line on your card statement. It holds one or more items, each with its own name, category, price and quantity, plus the receipt's tax and any shipping or handling. The expense's total is the items added up plus tax and shipping, so it matches the statement.

Adding an expense

• On a phone, tap Snap a receipt. The camera opens, the photo starts uploading, and the form opens with today's date filled in — type the first item's name and price and you're done.
• Or tap Add expense and fill it in by hand. Tap Add item for each thing on the receipt — a Cabela's run with casings, netting and a grinder plate is one expense with three items. Price × quantity is the item's line; use the unit field for "lb", "hr" or "box".
• Put the receipt's tax and any delivery, shipping or handling in their own fields. They're spread across the items in proportion to their value, so the category totals still add up to the receipt.
• The Name field is optional. Leave it blank and the list shows the vendor — or the first item, if there's no vendor either.
• Up to 10 receipt photos per expense. Tap a thumbnail in the list to open one.

Recurring expenses

• Set Repeats to weekly, monthly, quarterly or yearly and the first entry is recorded right away. Every following one appears automatically on its date, with a copy of the rule's items.
• The Recurring section under the list shows each rule and when the next entry lands. Pause a rule to stop it; resume to pick it back up. If you were paused a while, you choose whether to add the missed entries or skip them.
• Editing a rule's items or amounts changes upcoming entries only — entries already recorded keep the items they were created with. Deleting a rule keeps everything already recorded.

Categories and the fee category

Every item has its own category, so one trip can count as Supplies and Equipment at once, and the totals mean something. Bank & software fees is for things like your bank's monthly charge or label software — Stripe processing fees are already tracked for you, so don't add those here.

Reading it

• The header shows the total for the range you've picked and a chip per category. A chip counts items, not expenses, and its figure includes those items' share of tax and shipping.
• Tap a chip to see every expense with an item in that category. Each row keeps its full total and shows how much of it is in that category underneath, so the rows add up to the chip.
• Export CSV downloads one row per item — the expense's date, vendor and name repeated on each — with the item's share of tax and shipping in their own columns. The Item total column adds up to what's on screen. With a chip active, only that category's items are exported.
• On Reports, the Net profit tab shows what you collected minus what you recorded here, for any range. Open a category to see the items behind it, and tap one to jump to its expense. It's before tax, and it's only as complete as your expense log.

Log the big regular costs as recurring rules first — rent, power, software. That gets the profit figure honest with almost no effort.