Expenses
Record what the facility pays for in a few taps, and confirm rent, salaries and EMIs from Today.
Adding an expense
Tap Add expense on the Expenses page (caretakers find it under Profile → Expenses). Pick what it was for, type the amount on the number pad, and tap how it was paid: Cash, UPI, Bank, Card or Cheque. The last screen asks who was paid (a recent shop, someone on the team, or a new name), the date (today unless you change it) and which month the cost is for. You can add a bill photo and a note. Save shows an Undo for a few seconds. Categories you use most move to the front, and the payment method you used last is picked for you.
Which month a cost is for
Most expenses count in the month you paid them. Categories marked 'Paid the month after', like electricity and salaries, count in the month before: a salary paid on 7 October is September's cost. The Cost for chips on the last screen change it for one expense. The Expenses page lists what was paid in each month; a row counting in a different month shows 'for Sep' next to it.
Mistakes: void, don't delete
Expenses can't be edited or deleted, only voided with a reason, like invoices. A voided expense stays in the list, struck out, and stops counting in totals. Anyone can void what they added within a day. After that, and for other people's expenses, it takes someone who manages expenses. To fix a mistake, void it and add it again.
Rent, salaries and EMIs
Expenses → Monthly items holds what you pay every month: rent, each salary, internet, loan EMIs. Set each one up once with its amount, the day it's due and who it goes to. From the due date it shows under Payments due on Today and at the top of Expenses. Tap Paid to record it (change the amount if this month was different) or Skip if it wasn't paid this month. A loan EMI records its interest and its principal separately, because interest is a cost and principal is not; the confirm screen asks for this month's interest from your loan statement. Voiding a confirmed payment puts that month back on Today.
Categories
Expenses → Categories starts with a list for a boarding facility, which you can rename, archive or add to. Each category says once what kind of money it is: a running cost (fixed, like rent, or variable, like dog food, which goes up with more dogs), equipment or building work, loan interest, a loan repayment, or an owner drawing. Nobody has to decide this when adding an expense, and the monthly profit numbers use it. Mark your ads category as Marketing spend and each expense in it can be tagged with a campaign, to see what each campaign cost.
Who sees what
Everyone except an Accountant can add expenses by default, and sees only their own. Managers and Accountants see everyone's. Managers also void anyone's expenses and set up categories and monthly items. Salaries are private: salary expenses are hidden from lists and totals for everyone who can't see salaries, which by default is everyone but the owner. Change any of this per person with Access on their card in Staff.