Expense Management
Expense Management — Monitor business expenses
Track and understand what your shop is spending. This section is built for shop owners and managers to record expenses, see recent spending, and get simple charts and breakdowns by category and currency.
What you can do here
Add new expenses (date, amount, category, currency, short description).
See a paged list of recent expenses, newest first.
Filter expenses by date, month, or year.
View expense summaries:
Totals grouped by currency.
Category breakdown (how much spent on rent, staff, inventory, etc.).
Monthly totals (last 12 months).
See a simple chart for one currency to visualize the category breakdown.
Where to find it
Dashboard → Operations → Expense Management (or similar menu item in your shop admin).
How to add an expense (quick steps)
Click Add Expense (or New Expense) from the Expense Management page.
Fill the form:
Expense Date — when the expense happened (required).
Category — choose one from the dropdown (required).
Amount — expense amount (required).
Currency — pick the currency (required).
Description — optional short note (up to 500 characters).
Save. You’ll be returned to the expense summary page and see the new record.
Fields & what they mean
expense_date (required) — date of the expense.
category (required) — the expense type (see list below).
amount (required) — numeric value, must be 0 or greater.
currency (required) — currency code (see list below).
description (optional) — short explanation or note (max 500 chars).
Expense categories (available in dropdown)
rent
utilities (electricity, water, internet)
inventory (stock purchases)
staff (salaries & wages)
marketing
maintenance
software
packaging
transportation
fuel
food (staff meals / hospitality)
taxes
insurance
loan_repayment
security
equipment
training
cleaning
legal
miscellaneous
Supported currency examples
(you’ll pick from a list; common currencies included)
USD, EUR, GBP, JPY, CAD, AUD, CHF, CNY, INR, BRL
Viewing & filtering expenses
Filter by exact date: pick a single date to see expenses that occurred that day.
Filter by month: show everything for a selected month.
Filter by year: show a full year’s records.
Pagination: the list shows a set number per page (default 20, up to 100).
Summary & charts
By currency: totals grouped by currency so you can quickly see spend in INR, USD, etc.
Category breakdown: how much you spent on rent vs staff vs marketing (shown per selected currency).
Monthly totals: last 12 months (if data exists) so you can see recent trends.
If INR data is available the system defaults the chart to INR; otherwise it picks the first currency in your records.
Who can use this
Only the verified owner or managers of a claimed shop with an active claim/subscription can add or manage expenses. If you’re locked out, you’ll see a permission error — contact the shop owner or platform support.
Best practices
Enter expenses as soon as they happen — small amounts add up and timely entries keep your reports accurate.
Pick the category that best matches the expense. Use miscellaneous sparingly.
Use the description field to note invoice or bill numbers (e.g., “Electric bill – INV #1234”) — it makes audits easier.
Keep currency consistent per expense (don’t mix currencies in one entry).
Use monthly filters to review and compare recurring costs (rent, utilities, subscriptions).
Troubleshooting & common questions
Q: I get “Shop not found” or a permission error. A: Make sure you’re logged in with the account that claimed the shop and that the listing is active.
Q: The currency or category I need is not in the dropdown. A: The app includes common currencies and categories. If something is missing, contact support to request a change, or pick the closest category and add a short explanation in the description.
Q: I added an expense but don’t see it in the chart. A: Check the currency — charts show the selected currency (default INR if available). Also verify your date filters (date/month/year) and pagination.
Q: How are numbers aggregated for charts? A: Totals are grouped by currency and then by category. Monthly totals are gathered for up to the last 12 months.
Q: Error when saving expense. A: Check required fields (date, category, amount, currency). Amount must be numeric and ≥ 0. Description cannot exceed 500 characters.
Security & data notes
All expense records are stored per shop (so your shop’s expenses are kept separate from others).
Only authorized shop owners/managers can add or view expense details.
Actions and errors are logged so issues can be investigated by support.
Printable quick checklist (for staff)
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