Expenses and reports

Financials has two pages: Expenses for money you spend, and Reports for totals and downloads.

Add an expense

1. Open Financials → Expenses and click Add expense.
2. Enter the Amount and Date, both required.
3. Choose a Category: Equipment, Props & Backdrops, Supplies, Travel & Fuel, Marketing, Software, Insurance, Repairs or Other.
4. Optionally add Supplier, Receipt or invoice reference, Payment method, Note and Website (optional). Switch on VAT included if the amount already includes VAT.
5. Upload a receipt with Upload file (maximum 10MB), then click Save expense.

The tiles show This month, This year and All time. Filter the list by category. An expense cannot be edited, only deleted, so delete it and add it again to correct it.

Read your reports

1. Open Financials → Reports.
2. Choose This month, Last month, This year or Last year, or set From and To and click Update report. With no dates chosen, it shows the current year.

What each figure means:

• Enquiries received: records created in the dates.
• Confirmed events: events dated in the range, excluding new enquiries and cancelled bookings. Confirmed value is their total.
• Payments received: payments received in the dates, online or recorded manually. Deposits received is part of this.
• Business expenses: expenses dated in the range.
• Cash surplus: payments received minus expenses. It is not taxable profit.
• Outstanding: unpaid balances on every booking that is not cancelled, whatever the dates.

Download CSV files

Under Download business records, choose Summary, Payments, Invoices, Expenses, Bookings, Enquiries or Clients. Each downloads a CSV file for the selected dates. Payments and expenses follow their own dates, and bookings follow the event date.