Expenses sit beside revenue so the clinic can see what it actually keeps. Log them as they happen; the Overview does the rest.
Add an expense
The Expenses page records money going out of the clinic: rent, supplies, software, insurance. It's per location, and needs the expense permission (Administrators and Bookkeepers). It has two views, Ledger, the list of expenses, and Overview, the charts. Export CSV and New expense sit above the list, beside the location menu.
Select New expense
For a quick entry, the quick add row from the totals strip takes a date (showing Today), vendor, category and amount, then Add; the small x closes it. The full form has everything below.
Expense date, Vendor, Category, Reference number
Vendor and Category are your own lists: pick one or type a new name to add it. The reference is the supplier's invoice or receipt number.
Total paid (including tax) and Tax
Enter what you actually paid and choose the Tax rate, or No tax. The tax part is worked out from the rate when you save and shown as Tax included; you never type the tax yourself.
Repeats monthly, if it does
Switch it on for rent or subscriptions. Each month the Ledger reminds you the copy is due and logs it with one selection; a month already logged says so.
Note, then save
Expense added confirms it.
Open any row to Edit it, Duplicate it for a similar expense, or archive it. Archived expenses leave the totals but stay in the list under the archive filter, so a mistake is explainable rather than gone.
Find and total
The Ledger has a date range with presets and a custom range, a search across vendor, note and reference, and filters for category, vendor and archived state. The total for the current filters is shown with the list. Export CSV downloads the filtered list for your accountant.
The Overview and the budget
The Overview shows Where it went by category for the period, the Last 12 months trend, Top vendors, and the Monthly budget for the location with how much of it is spent. Selecting a category or vendor narrows the Ledger to it. The budget is set per location under Business Information as Monthly expense amount (including tax); without one the Overview says no budget is set. Expense totals also feed the clinic's money reports.