Business Expenses and Reporting — Overview
The Money section gives you a place to record what your studio spends, attach receipts, and see how your expenses sit alongside the income your billing has collected. It is not an accounting tool, but it does give you a
What the Module Covers
The Money section has two distinct parts that work together.
Expenses is where you record individual business costs — a software subscription, instrument strings, studio hire, a new piece of sheet music. Each record captures the vendor, category, amount, any tax component, and whether the expense is deductible. You can attach a receipt file to each entry.
Reports is where you see the full picture: income received from your billing, your expenses for the same period, and an estimated profit figure. The reporting is built around financial years, with a month-by-month breakdown available within each year.
Who Can Access It
The Money section appears in the sidebar for admins and for teachers running single-teacher studios. Non-admin teachers in multi-teacher studios do not see the Money navigation.
If you are an admin in a multi-teacher studio, the Expenses and Reports links are visible to you and hidden from your non-admin teachers.
What You Can Track
Every expense record stores:
- Date — the date the expense was incurred
- Vendor — who you paid
- Category — used to group and filter expenses; you manage these yourself
- Amount — the total paid, including any tax
- Tax amount — the tax component within that total (optional, used for tax-aware reporting)
- Deductible — whether the expense is a business deduction
- Business use percent — if an expense is only partly business-related, you record the percentage here and reporting adjusts accordingly
- Description — free-text notes
- Receipt — an attached file (image or PDF), stored privately and only accessible to admins
Default Categories
New schools start with a set of default expense categories: Rent / Studio hire, Teaching resources, Software subscriptions, Instruments & equipment, Marketing, Travel, and Other. These are convenience defaults — you can rename them, deactivate ones you do not need, and add your own.
Category management is available from within the Expenses page.
In this section: