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An expense is something the clinic has to pay, like rent, lab work or supplies. It can be paid right away, or later in one or more expense payments.

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📋 The expenses list

Go to Finances → Expenses: Expenses list
  1. New Expense.
  2. Add Payment: shown on expenses that aren’t fully paid. The ring shows how much is paid.
  3. Show Analytics: the total, paid and remaining amounts for each expense type.
Filter by date, branch, supplier, lab or user. The Confirmed column shows whether the goods or service were received: click it to confirm.

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➕ Add an expense

Click New Expense: New Expense
1

Describe the expense

Enter a Name, the Total and the Quantity, and choose the Type (the types are set in Clinic → Types). The Date can’t be in the future.
2

Link it (optional)

Link the expense to a User (for example, for salaries), a Lab or a Supplier, so it shows on their accounts.
3

Record the payment now (optional)

Tick Paid if you’re paying now. Enter the amount paid (Price), the Payment Type and the Treasury the money comes out of.
4

Create

Click Create. Create & View opens the expense afterwards, and Create & Add New clears the form for the next one.
For a salary expense you can tick Deduct From Next Automatic Salary: the amount is taken off the user’s next automatic salary (for example, an advance). Recurring expenses like rent can be created every month automatically, see Monthly expenses.

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💸 Pay an expense

Click Add Payment on an unpaid expense: Add expense payment Enter the Amount (up to what’s left to pay), the Payment Type and the Treasury, and click Create. The amount is taken out of the treasury.
To pay many expenses at once, filter the list (for example by supplier) and click Add Bulk Payment at the bottom. The amount is spread over the unpaid expenses, oldest first.

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🧾 Expense payments

Finances → Expense Payments lists every payment made for expenses: Expense payments Click the edit icon to change a payment’s details or to Refund it (for example, when a supplier returns money). A refund adds the money back to the treasury and creates an income.
An expense with payments can’t be deleted. Delete its payments first.
See also Add Expenses for the quick steps at the front desk.