Expenses
Record, edit and void the agency's costs in the expense ledger.
What it's for
The Expenses tab of Analytics → Financials is the agency's cost ledger: software, legal, marketing, equipment, contractors, fees and anything else the agency pays for. What you record here lowers the Margin on Financials and on Overview, and shows up in the Finance report.
Nothing can be deleted. A cost you entered by mistake is voided: it stays on record but stops counting.
Before you start
- You're signed in as an Administrator (your role needs Edit expenses to save).
- You know the amount, the date it happened and which category it belongs to.
Steps
Open the ledger
Click Analytics → Financials, then the tab Expenses.
Find what you need
The filters are:
- From and To date boxes. When you arrive they hold the period you picked on the other Financials tabs (Today, 7 days, 30 days or 90 days); that is the last 30 days unless you changed it.
- A category menu: All categories, Payroll (other), Software, Legal, Marketing, Equipment, Contractors, Fees, Other.
- A checkbox Show voided.
Next to them, "Total $1,234.56" adds up the costs in the list (voided ones never count). All the filters stay in the page address.
Record a cost
Click Record expense. A pop-up window called Record expense opens with these fields:
- Amount (USD) — required. "$49.99" and "1,250" are both accepted.
- Category — Software to start with.
- Date (ET) — today to start with. You cannot pick a day in the future.
- Vendor — optional, up to 120 characters.
- Description — optional, up to 1,000 characters.
Click Record expense. The button says Saving… while it works.
Change a cost
Click Edit on the row. The same fields open, already filled in, in a window called Edit expense. Click Save changes.
Void a cost
Click Void on the row. The window Void expense says "It stays on record but no longer counts." Type a Reason (3 to 300 characters) and click Void expense.
What you should see
- After recording: a message at the bottom of the screen, Expense recorded., the window closes and the new row is at the top of the list for its date. After an edit: Expense updated. After a void: Expense voided.
- The table columns are Date, Category, Vendor, Description and Amount, with Edit and Void buttons on each row. An empty Vendor or Description shows "—".
- A voided row disappears from the list. Tick Show voided and it comes back, crossed out, with a grey Voided badge instead of the buttons and the reason in brackets after the description.
- With nothing in the range: No expenses in this range and "Software, legal, marketing and other costs. Approved payroll is not listed here: it counts as payroll cost in the margin."
Test checklist
Good to know
Dates are New York dates. An expense recorded late in the evening on the west coast still belongs to the New York day shown in the Date (ET) field.
You are testing on real data
The test app shares its data with the live app, so an expense you record counts in the real margin at once, and a voided expense stays on record forever. Describe test expenses as "TEST – Jane Example" and void them when you're done.
The ledger shows at most 1,000 costs at a time, without saying so. Narrow the From and To dates if you ever work with that much history.