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Expenses

Menu Expenses (`/expenses`). Track Petrol, Rent, Salary and other operating costs with table or card views — category, supplier, currency, cash/bank, place of supply, Paid/UnPaid, and line items. Use Expenses for business costs that are not stock purchases (those belong on Purchase Invoice).

Create

Create an Expense

Create Expense captures the full cost bill — expense category, supplier, currency, cash/bank account, place of supply, Paid/UnPaid, and line items — then save as draft or finalize.

Quick create flow

  1. 1From Expenses list → Create / Create New Expense
  2. 2Choose Expense category (Petrol, Rent, Salary, …)
  3. 3Select or add Supplier (Party), Currency, and Cash/Bank account
  4. 4Set Place of Supply and Paid / UnPaid
  5. 5Add line items (qty, rate, tax) — Select Items / barcode when available
  6. 6Apply discounts/TDS if needed → Save as Draft or Create

Header fields

  • Expense category — Petrol, Rent, Salary, and other categories your business uses
  • Supplier — vendor/contact from Party (select or create on the fly when allowed)
  • Currency — defaults to tenant base currency; change when the bill is foreign currency
  • Cash/Bank — the Cash or Bank account used when the expense is Paid
  • Place of Supply — drives GST place rules for the expense
  • Paid / UnPaid — whether money already left your account
  • Dates & references: invoice/expense date, payment date, transaction number, document number as shown on the form

Product screenshot coming soon

Categories keep Reports readable — pick Rent vs Petrol carefully instead of dumping everything into a generic bucket.

Line items

  • Add one or more lines with description, quantity, unit price, and tax
  • Pull from Item master via Select Items, or enter ad-hoc lines
  • HSN/SAC and tax % / amount per line when GST applies
  • Line totals calculate automatically into subtotal and grand total
  • Optional attachment of bill/receipt, description, terms, or signature when the form shows those sections

Product screenshot coming soon

Lines are the detail your accountant expects — one category header plus clear line descriptions beats a single lump amount.

Category examples

P

Petrol

Fuel and vehicle running costs.

R

Rent

Office, shop, or warehouse rent.

S

Salary

Payroll and related staff costs.

+

More

Utilities, fees, and custom categories you maintain.

Tip

Save as Draft when the paper bill is incomplete; finalize with Create once category, supplier, lines, and Paid/UnPaid are correct. Attach the scanned receipt when the form supports it so audits stay easy.

Frequently asked

Do I need a supplier on every expense?+

Use a Party supplier when the cost is billed by a vendor. Some internal categories may allow lighter party requirements depending on your setup.

Can I create items on the fly?+

Where Select Items / create-on-the-fly is enabled, you can add catalogue Items without leaving the expense form.

Related features

List

Expenses List

The Expenses list shows every recorded cost in table or card view — create new expenses, then view, edit, share, export summary/details, print, or delete, with search and filters to narrow the register.

View feature
Payment

Paid vs UnPaid

Mark an expense Paid when cash or bank already settled it, or UnPaid when the bill is still due — then choose the Cash/Bank account so ledgers and payment flows stay consistent.

View feature
Tax

Place of Supply, Tax & Charges

Place of supply, per-line tax, and optional discounts or TDS keep expense GST and net payable correct — the same money-adjustment ideas you use on purchase documents, scoped to operating costs.

View feature

Ready to try Create an Expense?

Jump into Billoxy and see it in action on your own data.

Open Expenses