What this page is for
This page records something the business has spent money on, or changes one still awaiting approval. It is raised at awaiting approval whatever you fill in: someone other than you must approve it before it reaches the books, so recording an expense never moves money by itself.
Once an expense has been approved, rejected, reversed or withdrawn it can no longer be changed here.
Only people whose role can manage expenses see this page.
Before you start
- The expense category it belongs to must exist. See Expense categories.
- If it is unpaid, the supplier it is owed to should be set up, so it ages correctly on the creditors ledger.
Fields
Category
Which expense category this spend belongs to. Each category books to its own account, so choosing the right one is what makes your profit and loss readable.
Example: Utilities for an electricity bill.
Branch
Which branch the expense belongs to.
Example: your only branch, or Head office for a cost that belongs to the business as a whole.
Amount before tax
The cost excluding tax. Required.
Example: 12,500.00.
Tax
The tax on this expense, kept apart from the amount before tax.
Example: 2,000.00 at 16% VAT (value added tax).
Currency
What this expense is stated in.
Example: KES.
Tax class
Decides whether the tax on this expense can be claimed back. Shown only where tax classes are set up.
Example: a standard-rated tax class for most utility bills.
Settlement
Whether the money has already left an account, or a supplier is still owed.
- Paid: the money has already left an account.
- Unpaid: a supplier is owed.
Example: Paid for cash handed over on the spot; Unpaid for a bill on credit terms.
Paid from
Shown only when Settlement is Paid: which account the money left.
Example: Cash.
Supplier
Shown only when Settlement is Unpaid: who is owed. Listed only for people who can see purchasing.
Example: Kenya Power.
Description
What the expense was for.
Example: Electricity, September 2026.
Incurred
When the cost was incurred. Dates the journal entry this expense will post.
Example: 30 September 2026, 17:00.
Supplier's reference
The supplier's own document reference, where there is one.
Example: the invoice number on the electricity bill.
How to…
How to record an expense
- On Accounting → Expenses, press New expense.
- Choose the Category and Branch.
- Type the Amount before tax and Tax, and check the Currency and Tax class.
- Choose Settlement, then fill in Paid from or Supplier.
- Add a Description, set Incurred, and fill in a Supplier's reference if there is one.
- Press Record expense. Someone other than you must approve it before it reaches the books.
How to change a pending expense
Open it from Expenses, change what you need, and press Save changes. Once it has been approved, rejected, reversed or withdrawn, nothing here can be changed.
Worked examples
Supermarket
Tumaini Supermarket's branch manager records September's electricity bill. Category Utilities, Branch her own branch, Amount before tax 12,500.00, Tax 2,000.00, Currency KES, Settlement Unpaid, Supplier Kenya Power, Description Electricity, September 2026, Incurred 30 September 2026, Supplier's reference KPLC-889213.
Restaurant and bar
The Acacia Grill & Bar's manager pays a plumber in cash. Category Repairs and maintenance, Amount before tax 4,500.00, Tax 720.00, Settlement Paid, Paid from Cash, Description Burst pipe behind the bar.