Managing Expenses

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

After you record expenses, you can view, filter, edit, and remove them. The expense list gives you a clear view of your spending.

Before you start

The Expense Management add-on is active.
Edit needs Expenses · Modify. Delete needs Expenses · Delete.

Steps

Open the list

Open the sidebar menu and go to Expenses. You see the expenses for the selected Period, newest first, with Total Expense, Pending, and Approved above the list. Each row shows the category, description, amount, status, and approver, and with Store Sessions also Paid from.

The Expenses screen with a Period selector, Total, Pending and Approved cards, a Filters button, and the expense list — Expenses

Filter the list

Tap Filters. Use Search (description or category), Status (All, Pending, Approved, Rejected), Category chips, and the Min and Max amount sliders. Tap Apply. Reset Filters clears everything. The Period sits next to the button: step back or forward, or pick a preset.

The Filters panel with Search, Status tabs, Category chips, and amount sliders — Expenses → Filters

Open an expense

Press View Details on a row, or tap its category name. You see the amount, date, status, category, description, receipts, who approved or rejected it, and with Store Sessions where it was paid from.

The Expense detail screen for an Approved expense with a Delete Expense action — Expense detail

Edit a pending expense

Press Edit, change the amount, paid from, category, date, description, or receipts, and press Save. Receipts you keep stay as they are, new ones are added, and one you remove is deleted when you save.

The Edit Expense form for a pending expense — Edit a pending expense

Delete an expense

Press Delete Expense and confirm. A pending or rejected expense is removed directly. An approved one asks for a reason.

The delete confirmation for an expense — Delete an expense

What happens next

A removed expense leaves the list and the totals but is kept, with its receipts, in the records.
The summary above the list follows your active filters, so you can check spending for a period or category quickly.
Other devices reload only on plans with live sync.

Edge cases

Only Pending expenses can be edited. An approved expense is a posted record and has no Edit button. To fix its amount, date, or how it was paid, void it with a reason and record it again. A rejected expense is locked.
Voiding an approved expense needs a reason (up to 1,000 characters) and records who voided it. It is refused once the expense belongs to a closed session, because that shift's count is final. Voiding an approved cash expense while its session is open puts the cash back into expected cash within 30 seconds.
Clearing a category while editing removes it from the expense.
Delete shows only to people who may delete expenses. It appears on the details page and on the edit form.
Rejected expenses are left out of every total.

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	Shows Paid from on each row and blocks voiding an expense from a closed session.
Any plan	No plan limit applies.