Expenses

Record what your restaurant spends so the profit statement can set costs against sales and payroll. Open Performance > Profit > Expenses in the Back Office . Use the Statement tab to review the combined result of sales, expenses, and payroll.

Common examples:

• vendor invoices
• paid-outs
• maintenance and repairs
• utilities, rent, and other operating costs

Review a month

The screen shows one calendar month at a time, in your restaurant’s time zone. It opens on the current month.

• Month selector: use the arrows to step one month back or forward, or click the month to pick another month and year. You can go back to January 2018. You can’t pick a month after the current one.
• Entries: the number of expenses recorded in the month.
• Amount: the total of those expenses.

The table lists the month’s expenses, newest first:

• Date: the date of the expense.
• Source: who you paid.
• Amount: the expense total.
• Action: the trash icon that deletes the expense.

Click a row to open and edit that expense.

To export the month, click the download icon under the table, then choose CSV or PDF. The icon appears only when the month has at least one expense.

Add an expense

1. Click Add. The Create Expense Entry form opens.
2. Set Date. It starts on today.
3. Enter Source, the vendor or payee. Pick a name from the list of common vendors, or type any name.
4. Fill in the first breakdown line:
   • Category: the cost category, such as Food or Utilities.
   • Subcate: a sub-category under it, such as Produce or Electric.
   • Amount: the cost for this line. It must be more than 0.
5. Optional: click Add breakdown to split the expense across more categories. Each line needs its own Category, Subcate, and Amount. Click a line’s trash icon to remove it. The last line can’t be removed.
6. Optional: add a Note, up to 1,000 characters.
7. Check Total under the form. It’s the sum of the breakdown lines, and it’s the amount the expense is saved with.
8. Click Save.

Category and Subcate are free text. Type the same names each time so the costs group together in your reports. Each is limited to 100 characters, and Source to 120.

Edit an expense

1. Click the expense’s row in the table. The Edit Expense Entry form opens with the saved values.
2. Change any field, or add and remove breakdown lines.
3. Click Save.

Delete an expense

Click the trash icon in the expense’s Action column. The expense is deleted right away, without a confirmation, and drops out of the month’s totals and the profit statement.

Category hygiene rules

• Use consistent category names across locations.
• Avoid misc catch-all entries when a proper category exists.
• Enter expenses at least weekly to keep reports decision-ready.

Month-end checklist

• Confirm all major invoices are entered.
• Verify category distribution for unusual spikes.
• Export the month as CSV or PDF for accounting reconciliation.

Related

• Profit statement