Managing Expenses

Expenses Page Overview

The Finance > Expenses page lets you record and manage your shop's operating costs. Expenses are deducted from your total revenue to calculate net income on the Finance dashboard. You can organise expenses by category and filter them to review costs by type.

Category Summary

At the top of the Expenses page, coloured pills show a total amount for each expense category that has at least one entry. Click any category pill to filter the table to that category only. This gives you a quick view of how your costs are distributed.

• Rent — lease and property costs
• Utilities — electricity, internet, water, and similar bills
• Supplies — consumables, packaging, cleaning products
• Shipping — courier and freight costs
• Marketing — advertising, promotions, and marketing tools
• Salaries — staff wages and contractor payments
• Other — any expense that doesn't fit the above categories

Adding an Expense

Create a new expense from the Expenses page.

1. 1Go to Finance > Expenses from the sidebar (make sure you're on the Expenses tab).
2. 2Click the 'Add Expense' button in the top-right corner.
3. 3Select the expense category from the dropdown.
4. 4Enter the amount in your shop's currency and set the date (defaults to today).
5. 5Enter a description (e.g., 'October rent payment' or 'Replacement soldering iron').
6. 6Select the payment account the money came out of. To split the expense across more than one account, click 'Split across accounts' and enter the amount for each — the split amounts must total the expense amount.
7. 7Optionally upload the bill or receipt (JPEG, PNG, WebP, PDF, or Excel).
8. 8Click Save to record the expense.

Payment Accounts & Splitting

Each expense is deducted from one or more payment accounts, so your account balances stay accurate. By default the expense comes out of a single account for its full amount. If you paid from more than one place, click 'Split across accounts' to add extra rows and enter how much came from each account. Fixmo shows how much is still unallocated and only lets you save once the split amounts add up to the total. Deleting the expense (or editing its amount) restores or recalculates the affected account balances automatically.

Attaching a Bill or Receipt

When adding or editing a one-off expense, use the Bill / Receipt uploader to keep a copy of the supporting document with the record. Supported formats are JPEG, PNG, WebP, PDF, and Excel (XLS/XLSX), up to 10MB per file. The uploaded file shows as a link on the expense row so you can open it anytime for reference or accounting.

Recurring Expenses

For costs that repeat every month — rent, subscriptions, standing fees — open the Recurring tab on the Expenses page and click 'Add Recurring Expense'. Set the category, amount, description, the day of the month and the time it should run, and the payment account(s) to deduct from (splits are supported here too). Fixmo then automatically records the expense on that day each month and deducts it from the chosen account(s), exactly like a manual expense. Generated expenses appear on the Expenses tab with a recurring marker.

• Day of month — 1 to 31. If you pick 29, 30, or 31, it runs on the last day of shorter months (e.g. the 28th in February).
• Time — the time of day the expense is recorded (shop local time).
• Ends on — optionally set an end date after which the recurring expense stops.
• Active toggle — pause or resume a recurring expense at any time without deleting it.

Editing and Deleting Expenses

Admins and Managers can edit any expense by clicking the edit icon in the Actions column. Update any field and save. Only Admins can delete expenses — click the delete icon in the Actions column and confirm. Deleting an expense is permanent and will update your net income figures immediately.

Branch Assignment

Expenses can be assigned to a specific branch when your shop has multiple locations. This allows managers at each branch to track their own operating costs independently. Leave the branch field empty to record a shared or company-wide expense not tied to a specific location.