Not all money going out is spent on stock. Rent, salaries, electricity, transport and repairs are expenses — and recording them is what turns a sales figure into a true profit figure. Add them at vfile.app/expenses.
Expense categories #
First, set up expense categories (for example Rent, Utilities, Transport). Grouping costs this way makes your reports far more useful.
Adding an expense #
- Choose the location, category and date.
- Give the expense an Expense title and, where useful, a Payment to name (who the money was paid to). These two fields make each expense clear at a glance in your lists and reports.
- Enter the amount and how it was paid, linking it to a payment account.
- Mark it paid or leave part of it as due.
Worked example #
Your monthly shop rent of ₨50,000 falls due.
- You open Add Expense, choose your Sahiwal location, category Rent, and today’s date.
- You set the Expense title to “August Shop Rent” and Payment to “Rana Property”.
- You enter ₨50,000, mark it paid from your Bank account, and save.
- Your bank balance drops by ₨50,000, and the ₨50,000 is logged as a Rent expense.
- At month-end, this rent reduces your net profit in the Profit & Loss report.
What this affects #
- Profit & Loss — the expense reduces your net profit for the period.
- Payment account — a paid expense lowers the account it was paid from.
- Expense reports — grouped by category, and the Expense title and Payment to make each entry easy to identify.
- Note: staff salaries are not entered here — they are recorded under HRM payroll and show as a separate “Total Payroll” line in Profit & Loss.
Frequently asked questions #
What are the Expense title and Payment to fields for?
The Expense title is a short name for the expense, and Payment to records who received the money. Both make your expense list and reports much easier to read.
Should I record staff salary as an expense?
No. Salaries go through Payroll, not Expenses. Both reduce profit, but they are shown on separate lines.
Can I record an unpaid expense?
Yes — leave it as due and pay it later; the due amount is tracked until you do.
Do expenses affect stock?
No. Expenses are running costs; they never touch inventory.