Expenses
The Expenses screen lets you record costs your restaurant incurs - supplies, utilities, rent, repairs, and any other outgoing. Keeping expenses up to date gives you a clearer picture of profitability alongside your sales data.
Open from Operations → Expenses.
The expenses list
The main screen shows all recorded expenses with these columns:
| Column | What it shows |
|---|---|
| Name | Expense name - taken from the selected category |
| Amount | Cost of the expense |
| Date | Date the expense was incurred |
| Category | Type of expense (e.g., Supplies, Utilities) |
| Type | One-time or Recurring |
| Payment Method | How it was paid |
| Status | Paid, Unpaid, or Reconciled |
| Actions | View, Edit, or Delete |
Filter the list
Use the filter bar at the top to narrow down the list:
| Filter | Options |
|---|---|
| Status | All, Paid, Unpaid, Reconciled |
| Type | All, One-time, Recurring |
| Payment Method | All, or a specific method |
| Start Date / End Date | Date range |
Filters apply immediately.
Add an expense
- Tap Add Expense in the top-right corner.
- Fill in the form:
| Field | Required | Notes |
|---|---|---|
| Category | Yes | Select from your configured expense categories |
| Supplier / Vendor | No | Link to a supplier from your inventory suppliers list |
| Payment Method | Yes | How this expense was paid |
| Amount | Yes | Must be greater than 0 |
| Notes | No | Any extra details about this expense |
- Tap Save.
The expense is recorded with today's date and a status of Paid by default.
INFO
Expense categories must be set up in the Admin Portal before you can add expenses. If your category is missing, ask your manager to add it.
View an expense
Tap the eye icon on any row to open it in read-only view.
Edit an expense
- Tap the pencil icon on the row you want to change.
- Update the fields.
- Tap Save.
WARNING
If the expense was created by a recurring schedule, the Category and Payment Method fields are locked. Only Amount and Notes can be changed.
Delete an expense
- Tap the trash icon on the row.
- Tap OK to confirm.
Deleted expenses cannot be recovered.
Expense types
| Type | What it means |
|---|---|
| One-time | A single, non-repeating expense you entered manually |
| Recurring | An expense generated automatically on a schedule (e.g., monthly rent) - shown with a purple Recurring badge |
Expense statuses
| Status | What it means |
|---|---|
| Paid | Expense has been paid |
| Unpaid | Recorded but not yet paid |
| Reconciled | Matched and confirmed during Cash Up |
Tips
- Use the date range filter to total all outgoings for a period and compare against your sales reports.
- Link expenses to a Supplier / Vendor to track which supplier each cost relates to.
- Set up recurring schedules in the Admin Portal for fixed costs like rent - they will appear automatically each period.