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Find your way around
Expenses & Payroll is split into six tabs.
Overview
Spending charts and totals for the selected period.
Expenses
Every recorded expense, with search, filters and export.
Budgets
Spending limits per category and how much is left.
Payroll
Pay runs, deductions and payslips.
Suppliers
Who you pay and how much you have spent with each.
Staff
Employees, their pay details and employment status.
Record an expense
Record each payment the business makes so reports and budgets stay accurate.
- 1
Open the expense form
Choose Add Expense on the Expenses tab. You can also use Record money out on Transactions or + → Expense on mobile.Expenses & PayrollExpensesAdd Expense - 2
Enter what was paid
Add the date, amount, currency, payee or supplier, payment method, category and a short description. - 3
Make it recurring if it repeats
Turn on recurrence for regular costs such as rent or internet so they are recorded on schedule. - 4
Attach the receipt
Upload a photo or PDF of the receipt (up to 5 MB) so you can find it later.
Write-offs appear here too
Writing off damaged, expired or stolen stock records the value lost as an expense, so it shows up alongside your other spending.
Set budgets
A budget is a spending limit for a category over a period.
- Set a budget amount on a category in the Budgets tab.
- Choose when it resets: monthly, quarterly or yearly.
- Spent this period and Remaining update as expenses are recorded.
- Workspace budget notifications may be sent as spending approaches the limit.
Suppliers
Suppliers are companies you buy from. They are shared with your products and contacts.
- Add a supplier from the Suppliers tab or while recording an expense.
- Open a supplier to see how much you have spent with them.
- Link products to a supplier on the product form to know who to reorder from.
Staff
Keep a record of each employee before adding them to payroll.
- Add employees with their pay details, department and employment status.
- Employment status can be Full Time, Part Time, Contract, On Leave or Terminated.
- Open an employee to see their payroll history and spending.
Run payroll
Payroll works out gross pay, deductions and net pay for each employee.
- 1
Configure payroll settings
Open Payroll Settings and set how often you pay (weekly, monthly or annually) and your deductions. Payroll can't run until this is done.Expenses & PayrollPayrollSettings - 2
Check the tax tables
Review the tax tables used to calculate deductions so they match the current rates. - 3
Run payroll for the month
Choose the payroll month and run it. Review gross payroll, total deductions and net pay before relying on the result. - 4
Print payslips
Open a payroll record to view and print each payslip.
Verify statutory deductions
Payroll uses the tax tables configured in your workspace. Confirm rates and deductions with your accountant or tax authority before paying staff.
Access and cautions
Expenses and payroll have their own permissions.
- Recording expenses needs the create expenses permission; running payroll needs the payroll permissions.
- Deleting an expense or payroll record can't be undone.
- Record expenses in the currency they were paid in.