Creating an Expense

Add-on required. This feature requires the Expense Management add-on to be active on your store. View add-ons

You can record a new expense in just a few steps. Each entry captures the amount, category, date, and an optional description and receipt. A receipt can be a photo or a PDF document.

The Expenses screen in Fuze Store — Expenses

Step-by-Step Guide

Open the sidebar menu and go to Expenses.

The navigation menu icon at the top of the Fuze Store app, used to open the sidebar menu — Open the menu

The Expenses item highlighted in the Fuze Store navigation menu — Menu → Expenses

Press the Add Expense button.

The Add Expense button on the Expenses screen — Expenses → Add Expense

Fill in the expense details (see fields below).

The new Expense form in Fuze Store, empty and ready to fill in, with Receipts, Amount, Expense Category, Expense Status, Expense Date, and Description fields — New Expense form

Press Save to record the expense.

The new Expense form with the Description field filled in and the Expense Date defaulted to today — New Expense form — details filled in

Your new expense appears in the expense list immediately.

Expense Fields

Field	Required	Description	Example
Amount	Yes	The total cost of the expense	1,500
Category	No	The type of expense	Supplies
Date	Yes	When the expense occurred	2026-03-22
Description	No	A brief note about the expense	Monthly cleaning supplies
Receipt	No	A photo or PDF of the receipt	receipt.jpg / invoice.pdf

Managers who can approve expenses also see a Status field on the form, letting them record an expense as already approved. Everyone else's expenses start as Pending and wait for approval.

Entering the Amount

Enter the exact amount you spent. Use the number keypad or type the value directly. The currency matches your store's configured currency.

Selecting a Category

Choose the category that best matches the expense. Categories help you organize and filter expenses later. If none of the existing categories fit, you can create a custom category under Configurations → Expense Categories.

Only active categories are offered here, so a category you have retired cannot be picked for new spending. Editing an older expense still shows the category it already carries, marked Inactive. Filtering the expense list is unaffected — you can still filter by a retired category to find past entries.

Adding a Description

The description field is optional but helpful. Use it to note what the expense was for. Keep descriptions short and specific. For example, "Paper bags for takeout orders" is more useful than "Supplies."

Attaching a Receipt

You can attach receipts for record-keeping — either a photo or a PDF document.

Press Pick Images to choose a photo from your gallery (JPG, JPEG, PNG, or GIF), or Take Photo to capture one with your camera (phones and tablets).
Or press Pick Documents to attach a PDF.
Each file must be under 2 MB. The receipt saves with the expense entry.

Attaching receipts helps you keep proof of purchases. This is useful for accounting and tax purposes.

Setting the Date

The date defaults to today. You can change it to record an expense from a previous date. This is useful when logging expenses after the fact.

Tips

Record expenses promptly. Log expenses as they happen to avoid forgetting.
Be specific in descriptions. Clear notes save time when reviewing later.
Always attach receipts. Digital receipts are easier to find than paper ones.
Double-check the amount. Make sure the number matches your receipt.