Recording expenses
Expenses are anything your school spends money on — utility bills, vendor payments, supplies, maintenance, travel. Recording them here keeps your books accurate and feeds into reports + the balance sheet.
(Salaries via payroll are handled separately and roll up here automatically.)
Where to find expenses
From the menu: Finance → Expenses.
Adding an expense
- Click + Add Expense.
- Fill in:
- Category — Utilities, Vendor Payment, Supplies, Travel, Maintenance, etc. - Vendor — pick from saved vendors or type a new one. - Amount and currency. - Date of the expense. - Payment mode — cash, cheque, bank transfer, card. - Reference number — cheque number, UTR, transaction ID. - Receipt — optional file upload.
- Save.
Categories
The default list covers most needs. Pick the closest match when recording — categories drive reports + budget tracking.
Approval
Depending on your school's rules, some expenses (especially large amounts) need admin approval before they're posted. The expense shows as Pending until approved. See How approvals work.
Voiding an expense
You can't hard-delete a posted expense. Click Void instead — it stays in the books with a void marker and the reason is audit-logged.
Reports
- Reports → Expenses rolls up by category, vendor, month.
- Reports → Finance → Balance Sheet includes expenses in the institutional view.
Coming soon
- Recurring expenses — set up an entry that's auto-created each month (utility bills, retainer fees). Today you record each one separately.