Expenses — add, view, edit, delete
The Expenses screen lets you record and track costs your restaurant incurs — such as supplies, utilities, rent, and other outgoings. Keeping expenses up to date gives you a clearer picture of profitability alongside your sales data.
Access Expenses from Operations → Financial Operations → Expenses.
Expenses List
The main screen shows all recorded expenses in a table with the following columns:
| Column | Description |
|---|---|
| Name | Expense name (derived from the selected category) |
| Amount | Cost of the expense |
| Date | Date the expense was incurred |
| Category | Expense category (e.g., Supplies, Utilities) |
| Type | One-time or Recurring |
| Payment Method | How the expense was paid |
| Status | Paid, Unpaid, or Reconciled |
| Actions | View, Edit, or Delete |
Filters
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 payment method |
| Start Date / End Date | Date range (YYYY-MM-DD format) |
Filters apply immediately — the table updates as you change each filter.
Adding 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 | Select how the expense was paid |
| Amount | Yes | Must be greater than 0 |
| Notes | No | Any additional details about the expense |
- Tap Save.
The expense is recorded with today's date and a status of Paid by default.
Viewing an Expense
Tap the eye icon on any row to open the expense in read-only view. All fields are visible but cannot be edited from this view.
Editing an Expense
Tap the pencil icon on any row to open the expense in edit mode.
Recurring expenses
If an expense was generated from a recurring schedule, the Category and Payment Method fields are locked and cannot be changed. Only the Amount and Notes can be updated.
Make your changes and tap Save.
Deleting an Expense
Tap the trash icon on the row you want to remove. A confirmation dialog will appear — tap OK to permanently delete the expense.
Deleted expenses cannot be recovered.
Expense Types
| Type | Meaning |
|---|---|
| One-time | A single, non-repeating expense |
| Recurring | An expense automatically generated on a schedule (e.g., monthly rent) |
Recurring expenses show a purple Recurring badge in the Type column. Their core details are set by the recurring schedule and cannot be edited individually.
Expense Statuses
| Status | Meaning |
|---|---|
| Paid | Expense has been paid |
| Unpaid | Expense has been recorded but not yet paid |
| Reconciled | Expense has been matched and confirmed during cash-up |
Tips
- Set up expense categories in the Admin Portal before adding expenses — categories are required when creating any expense.
- Use the date range filter to review total outgoings for a specific period and compare against your sales reports.
- Link expenses to a Supplier / Vendor to keep a clear record of which supplier each cost relates to.