User guide › Buy
Expenses and purchase bills
Record what the business spends, from rent to stock purchases, with GST and photos of the bill.
Expense or purchase bill?
| Record type | Use it for | Stock |
|---|---|---|
| Expense | Running costs entered as one amount: rent, electricity, fuel, fees | No change |
| Purchase bill | Goods you buy, entered line by line like an invoice | Lines linked to catalog products add to stock when saved |
Record an expense
- Step 1: Go to Purchase > Expenses and choose + New (on a phone, New > Expense).
- Step 2: Leave Record type as Expense.
- Step 3: Pick or type the supplier, and set the category, date and the bill's reference number.
- Step 4: Enter the amount and choose how GST works: Add CGST / SGST adds tax at the rates you enter, so the GST shows in your input tax; Amount includes GST records the amount as it is, with no GST split out.
- Step 5: Mark it paid or not paid, and how it was paid (cash, UPI, bank transfer, cheque, card or other). Add a due date for a bill you'll pay later.
- Step 6: Choose Save Expense, or save it as a draft to finish later.
Record a purchase bill
- Step 1: Start a new expense and set Record type to Purchase bill.
- Step 2: Pick the supplier and fill in the date and the bill's reference.
- Step 3: Add a line for each item: pick it from the catalog so the stock is updated, with quantity, unit, rate, discount and GST.
- Step 4: Choose Save Purchase Bill. Product quantities are added to stock.
Good to know: A saved purchase bill can't be edited, and saved expenses and purchase bills can't be deleted. Keep a record as a draft until it is final.
Photos of the bill
- Bill photos are a Growth plan feature. See Plans.
- Attach up to 5 photos or PDFs to an expense or purchase bill. On a phone, Take photo opens the camera.
- Photos are made smaller before upload. Each file can be up to 1 MB, and all of a bill's files up to 3 MB together.
- You can add or remove photos even after a purchase bill is saved.
- If your organization goes back to Starter, photos already attached stay and can be opened or removed.
Paying bills
- On a saved expense, Mark paid and Mark not paid change its payment status.
- Paid by records how it was paid (cash, UPI, bank transfer, cheque, card or other). You can set it even after a purchase bill is saved.
- Unpaid bills, and bills past their due date, show in the dashboard's Needs your attention list.
Growth plan: On Growth, Clone creates a new draft from an existing expense or purchase bill, useful for monthly bills.
Related
- SuppliersKeep the details of the vendors you buy from, and use them on expenses and purchase bills.
- Items and inventoryThe catalog of products and services you sell and buy, and how stock goes up and down.
- ReportsHow the business did over a period, compared with the period before, and reports to download as CSV or PDF.