Track business expenses to monitor spending, manage budgets, and maintain accurate financial records.
Accessing Expenses
Step 1: Open Tools Menu
From your bottom navigation bar, tap Tools.
Step 2: Select Expenses
In the Tools menu, tap Expenses to open the expense tracking screen.
Adding Expenses
You have two methods to add expenses:
Method 1: Scan Receipt
Step 1: Tap Add Expense or Scan Receipt
On the Expenses screen, select the option to scan a receipt.
Step 2: Capture Receipt Photo
Use your device camera to photograph the receipt:
Position receipt in good lighting
Ensure all text is clear and readable
Capture the entire receipt
Keep camera steady
Step 3: AI Processing
The app automatically extracts information from the receipt:
Vendor name
Date of purchase
Total amount
Items purchased
Step 4: Review and Confirm
Check the extracted information for accuracy. Make corrections if needed.
Step 5: Save Expense
Tap Save to add the expense to your records.
Method 2: Manual Entry
Step 1: Tap Add Expense
On the Expenses screen, select Add Expense or the plus icon.
Step 2: Enter Expense Details
Fill in the expense information:
Vendor Name:
Who you paid or where you made the purchase.
Amount:
Total cost of the expense in your default currency.
Date:
When the expense occurred. Use the date picker to select the correct date.
Category:
Type of expense (office supplies, travel, meals, utilities, etc.).
Payment Method:
How you paid (cash, credit card, bank transfer, etc.).
Description or Notes:
Additional details about the expense purpose or context.
Step 3: Attach Receipt (Optional)
Add a photo of the receipt for record-keeping:
Tap attach or add photo
Choose from gallery or take new photo
Receipt image stores with the expense
Step 4: Save Expense
Tap Save to add the expense to your records.
Managing Expenses
View All Expenses:
The Expenses screen displays all recorded expenses in chronological order.
Filter and Search:
Find specific expenses by date range, category, vendor, or amount.
Edit Expenses:
Tap any expense to open its details and make changes:
Update amounts or dates
Change categories
Add notes
Attach receipts
Delete Expenses:
Remove incorrect or duplicate entries by opening the expense and selecting delete.
Expense Categories
Organize expenses by type for better tracking:
Office Supplies
Equipment
Travel and Transportation
Meals and Entertainment
Utilities
Rent or Lease
Professional Services
Marketing and Advertising
Insurance
Taxes and Licenses
Miscellaneous
Using Expense Data
Generate Reports:
Access Reports from the navigation bar and select Expenses to view:
Total expenses by period
Expense breakdown by category
Spending trends over time
Comparison with income
Export Data:
Export expense reports in PDF, CSV, or Word format for:
Tax preparation
Accounting records
Budget analysis
Reimbursement claims
Track Profitability:
Compare expenses against revenue to monitor net profit and business health.
Best Practices
Record Immediately:
Add expenses as soon as they occur to avoid forgetting or losing receipts.
Keep Receipts:
Attach receipt photos to expenses for audit trails and tax documentation.
Categorize Consistently:
Use the same category names for similar expenses to maintain accurate reports.
Regular Review:
Check expenses weekly or monthly to catch errors and monitor spending patterns.
Separate Personal and Business:
Only record legitimate business expenses in Invoizar to maintain clear financial records.
Note Tax-Deductible Items:
Mark or categorize expenses that qualify as tax deductions for easier tax filing.
Common Use Cases
Daily Operations:
Track routine business spending like supplies, software subscriptions, and utilities.
Travel Expenses:
Record all travel-related costs including transportation, lodging, and meals.
Client Projects:
Monitor project-specific expenses for accurate profitability analysis.
Tax Preparation:
Compile annual business expenses for tax deductions and filing.
Budget Management:
Compare actual spending against budgets to control costs.
Reimbursements:
Document expenses for client reimbursement or employer expense reports.