Expenses and bills to pay: rent, wages, supplies and due dates

With the Expenses and bills to pay module you keep track of what your business spends: rent, electricity, wages, supplies, taxes. Every expense has a due date, so you also know what you have to pay this week.

Turn it on from More features, at no cost, in appointment businesses. It shows in the sidebar as Finance, with Expenses and To pay.

Your categories

The first time you open it, Citauno creates your country’s categories. In Paraguay: Alquiler, ANDE (luz), ESSAP (agua), Sueldos, IPS, Insumos, Comisiones bancarias and Impuestos. In Brazil: Aluguel, Energia, Água, Salários, Insumos, Taxas de cartão and Impostos. Elsewhere, a general list.

In Finance → Categories you change them, add your own and archive the ones you don’t use. Each category has:

• Group: Fixed (rent, utilities), Variable (supplies), Staff (wages), Taxes or Other. It orders the month’s result.
• Managers can add and see these expenses: off in all of them to start with. Turn it on, for example, in Supplies so the manager can add what they buy; never in Wages.

An archived category keeps its expenses, but it isn’t offered for new ones. Restore offers it again.

Adding an expense

In Finance → Expenses → Add expense you fill in:

• Amount, Category and Due on: the only required fields.
• Supplier: the same suppliers as Sales. You add them in Finance → Suppliers.
• Location: if you have more than one. Empty means the whole business.
• Already paid: tick it if you already paid it, and pick the date and the payment method.
• Note and Photo or PDF of the receipt, up to 10 MB. On a phone you can take the photo right there.

The receipt is stored privately: only people who can see that expense can open it.

Expenses that repeat and expenses in installments

When you add an expense, under Repeat you choose:

• Once: a single expense.
• Every month: on the same day each month, from the due date. If it’s the 31st, shorter months use their last day (30 November, 28 or 29 February).
• Every week: on the same weekday.
• In installments: the amount is the total, split into monthly installments from the due date. Each installment is the total divided by the number of installments, and what is left over goes on the last one: USD 100.00 in 3 is 33.33, 33.33 and 33.34.

An expense that repeats can have an end date (Until); left empty, it never ends. Citauno keeps the next 3 months entered, so you see them in To pay, and adds one more each month. Already paid and the receipt go on the first one.

In Finance → Recurring you see each expense that repeats, with its next due date. With Edit you change the amount, category, supplier, date or end: the change applies to unpaid expenses from today on; paid and earlier ones stay as they are. End the repeat deletes the unpaid expenses from today on and keeps the rest.

Editing just one of those expenses, such as this month’s electricity bill, changes that one only. A month you delete doesn’t come back.

Professionals’ bonuses and deductions

A category can add to or subtract from Commissions. When you create it, under Use in Commissions you choose:

• Bonus for a professional: a prize, a target met. It adds to their commissions.
• Deduction from a professional: an advance, a shortfall. It subtracts from their commissions.

Each expense in that category asks for the Professional, also when it repeats or is paid in installments. Commissions shows each professional’s bonuses and deductions and the Net column: commissions plus bonuses minus deductions. They count in the period they are due, paid or not. A professional with only a bonus shows up too. Their detail lists each bonus and deduction with its date.

The use is chosen once: once the category has expenses it can’t change, so earlier months don’t flip sign. For another use, create another category.

The expense list

Finance → Expenses shows the period’s expenses by due date, with Expenses in the period, Paid and Still to pay. Filter by dates and by category. An unpaid expense past its due date is marked Overdue.

With Edit you change an expense, mark it as paid with Already paid or delete it with Delete expense. A deleted expense stops counting in the totals.

To pay

Finance → To pay shows everything still unpaid, from the oldest due date to the newest, with three totals: Overdue, Due this week and Due this month. Dates follow your business’s calendar: what is due today isn’t overdue until tomorrow.

With Mark as paid you pick the date (today, unless you change it) and the payment method, and the expense leaves the list.

Who sees what

If no category is open to managers, they don’t see Finance in the sidebar.

If you turn the module off

Finance leaves the sidebar. Expenses and their receipts are kept, and they come back if you turn it on again.