Help centre · Step-by-step manual
Expenses and petty cash
Choose the appropriate workspace and branch. Your plan, enabled modules and team permissions determine which actions are available.
Expenses and petty cash
- Enable Expenses and create an expense with its date, category, amount and supporting details.
- Staff submit reimbursement claims; authorized approvers review them before a payment is recorded. Keep petty-cash movements tied to the appropriate fund.
- Review the claim or expense status before posting or paying. Where Books is enabled, use the linked accounting entries to reconcile the transaction.
On this screen
Online · Approvals
Claims waiting for your decision, and approved claims to pay.
Every approved claim with the person's IBAN from HR. After the transfers, mark each claim paid with its reference.
Claims waiting for your decision, and approved claims to pay. · Expenses and petty cash are switched off for this branch. · Expenses · Waiting for a decision · Approved, to pay · To decide · Claim · Person · What for · Step · Days · Total · Nothing is waiting for you. · Outside policy
Online · Expense claim
Take a photo or pick a PDF. The merchant, date, total and VAT are read for you where the invoice reader is on; check them before you submit.
Returning or rejecting needs a note.
Expenses and petty cash are switched off for this branch. · Expenses · Total · Paid by company card · Due to the person · VAT recoverable · Policy check · Outside the policy: the owner decides this claim. · Lines · Date · What · Category · Amount · Receipts
Online · Expense claims
Photograph a receipt and the claim fills itself in; submit it, the manager approves, and you are paid back.
Take a photo or pick a PDF. The merchant, date, total and VAT are read for you where the invoice reader is on; check them before you submit.
Expense reports · Expenses and petty cash are switched off for this branch. · Expenses · From · To · Search · Spent · VAT recoverable · Waiting for a decision · Approved, to pay · Amount · Lines · Nothing here yet. · Outstanding claims
Online · Petty cash
A box per branch with its keeper: top it up, spend from it, count it.
Expenses and petty cash are switched off for this branch. · Expenses · Box · Branch · Keeper · Float · Balance · No petty cash box yet. · Closed · Low · Open · statement · Month · Search
Online · Expenses
Costs that are not stock: rent, salaries, electricity… this month or a range.
Show · Total · Date · Category · Note · Amount · No data for this period · Add an expense · Other category · Project · From the drawer (recorded on the shift) · Add
Online · Expenses · 2
Who approves claims, the limits, the rates and where the money is booked.
Switches it on for every branch you see. The simple expenses page stays as it is.
A claim over a limit or older than the cut-off goes to the owner. Nobody approves their own claim except the owner.
Your own rates: none of them is a legal allowance.
Input VAT is recovered only from a tax invoice carrying the supplier's TRN; under the amount above it is a simplified tax invoice.
Input VAT is recovered when the shop charges VAT and the receipt is a tax invoice.
Without Books, approved claims and spending go to the expenses page by category.
Expense claims · Expenses and petty cash · Use expense claims and petty cash · Save · Approval · Steps · One step · Two steps: a manager, then the owner · Who approves first · Most a claim may be without the owner · Receipt photo needed above · Lines older than (days) need the owner · Alert the owner when a claim waits more than (days) · Mileage and per-diems
Desktop · Expenses
Expenses here are everything that is not stock (rent, salaries, electricity…). They are deducted from gross profit in the Profit tab to give net profit. Stock purchases go in as supplier invoices.
Date · Category · Amount · Notes · By · Add expense · This month · Last month · Today · Close · Expense type
