Recording an Expense
You record expenses one at a time using a modal form. Each entry captures the key details about a business cost — what you paid, who you paid it to, whether it is deductible, and optionally a receipt file. Expenses appea
Adding a New Expense
From the Expenses page, use the Add Expense button to open the expense form. Fill in the fields and save. The expense appears in your list immediately.
The Expense Form
The form captures:
Date — the date the cost was incurred. This is the date used in reporting, not the date you entered the record.
Vendor — who you paid. This is a free-text field.
Category — choose from your school's category list. If the right category does not exist, you can manage categories from within the form (admin only).
Amount — the total you paid, including any tax.
Tax amount — the tax component within the total, if applicable. This is optional, but recording it now allows tax-aware reporting later. You do not need to fill this in if tax reporting is not relevant to your studio.
Deductible — toggle this on if the expense is a business deduction.
Business use percent — if an expense is only partly business-related (for example, a phone plan used for both personal and studio purposes), enter the percentage that relates to the business. Reporting uses this figure to calculate your deductible amount. An expense marked as deductible with a business use of 60% will appear as 60% of its value in your deductible total.
Description — optional notes about the expense.
Receipt — attach an image (JPG, PNG, WEBP) or PDF. Receipts are stored privately and can only be viewed by admins.
Editing and Deleting Expenses
Click any row in the expense list to open it directly in edit mode. All fields are editable. You can also delete an expense from its edit view — deleting an expense also removes its attached receipt file.
Receipts
Receipts are viewed by clicking View receipt on the expense row or from within the edit modal. A short-lived preview link is generated on demand; receipts are not publicly accessible and do not have permanent URLs.
To replace a receipt, open the expense, attach a new file, and save. The old file is removed automatically.
To remove a receipt without deleting the expense itself, open the expense and use the remove receipt option.
Filtering and Exporting
The Expenses page shows a summary at the top: total expenses in the current view, estimated deductible amount, and tax recorded. These figures reflect whatever date range and category filter you have applied.
You can filter by date range and category. Use Export CSV to download the filtered list for your own records or to share with an accountant.
Managing Categories
Admins can add, rename, and deactivate expense categories from the category manager, accessible from the Expenses page. Category names must be unique within your school. Deactivated categories no longer appear in the category picker when creating new expenses, but existing expenses assigned to that category are not affected.
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