Creating an Expense

Applies toEvery plan, including free Basic Expense Management add-on Needs Expenses · CreateUsually owner, manager

Each expense records the amount, where it was paid from, the category, the date, and an optional description and receipt. A receipt can be a photo or a PDF.

Before you start

The Expense Management add-on is active, and you have Expenses · Create.

Steps

Open Expenses

Open the sidebar menu and go to Expenses. The list shows this week's expenses.

The Expenses screen in Fuze Store — Expenses

Press Add Expense

Press Add Expense. It shows to people who may record expenses.

The Add Expense button on the Expenses screen — screenshot coming soon

Expenses → Add Expense

Fill in the details

Enter the Amount (at least 1, in your store's currency) and the Date (it starts on today). Choose Paid from if you see it, pick a Category, add a Description, and attach Receipts. See the table below.

The new Expense form with Receipts, Amount, Expense Category, Expense Status, Expense Date, and Description fields — New Expense form

Save

Press Save. The expense appears in the list at once.

The new Expense form with the Description filled in and the date defaulted to today — Save the expense

Field	Required	Description	Example
Amount	Yes	The total cost	1,500
Paid from	Yes (with Store Sessions)	Cash drawer, or Other	Cash drawer
Category	No	The type of expense	Supplies
Date	Yes	When the expense occurred	2026-03-22
Description	No	A short note, such as "Paper bags for takeout orders"	Monthly cleaning supplies
Receipt	No	A photo or PDF	receipt.jpg or invoice.pdf

What happens next

A new expense waits as Pending, unless you may approve expenses and save it as Approved. A manager reviews it: see Approving Expenses.
It is recorded as spent by you and tied to the session open at that moment, if there is one.
The period totals count it by the date it was spent, on your store's calendar. Rejected expenses are left out of every figure.
Other devices reload their expense lists only on plans with live sync.

Edge cases

Paid from. Cash drawer (the default) means the money came out of the till. Other means bank transfer, e-wallet, card, or your own pocket. Only approved Cash drawer expenses lower the cash you are expected to count and the Cash to remit on the Daily Sheet. A pending expense does not count until approved.
Without Store Sessions, the Paid from field is hidden and new expenses are treated as paid from the cash drawer.
Status. Only people who may approve expenses see a Status field, and may save the expense as already approved or rejected. Everyone else's expense starts Pending.
Receipts. Pick photos (JPG, JPEG, PNG, or GIF) or take one with the camera on phones and tablets, or pick a PDF. Each file must be under 2 MB. If the save fails, the uploaded receipts are removed again.
Categories. Only active categories are offered. A category is optional. Create more under Expense Categories.
The date is your store's calendar day. An expense logged a few minutes after midnight lands on the new day.
Required. The amount and the date. A save without them is refused.

Works with

Add-on or plan	What changes on this page
Expense Management add-on	Required. Without it the Expenses menu does not show and every expense call is refused.
Store Sessions add-on	Adds Paid from. A cash-drawer expense counts as cash out of the open session once approved.
Any plan	No plan limit applies.