The Expenses page in Tracksales lets you record and track business expenses by payee, category (expense account), location, and payment method. You can search, filter, and manage expenses from one list and open any expense in a details panel. This guide explains how to record and manage expenses in the app.

Where to find Expenses

Open Expenses from the main menu (under Purchases or Purchases & Expenses). You’ll see a list of all expenses: date, payee, expense type, location, amount, payment method, and other columns. Use the search box to find expenses by reference, expense ID, expense type, or payee name. Use Advanced Filter to filter by location, expense type, payee, or payment method; use Columns to choose which columns to show—your choices are saved. You can select multiple expenses with the checkboxes and use Delete Selected to bulk delete them. Change the page size and use pagination as needed. Click any expense row to open its details in the panel on the right.

Recording a new expense

Click Add Expense. In the modal, fill in:

  • Payee (required) — The person or vendor the expense is paid to. Select from your existing vendors (suppliers); you can search by name. The payee list comes from your Vendors list.
  • Expense Account (required) — The category for the expense. Choose from the list, e.g. Advertising, Bank Charges, Insurance, Office Supplies, Rent, Travel, Utilities, Legal & Professional, Meals & Entertainment, Repairs & Maintenance, Depreciation, Interest, Other.
  • Location (required) — The location (branch) this expense is recorded under. You only see locations you have access to.
  • Payment Date (required) — The date the expense was paid.
  • Amount (required) — The expense amount (subtotal).
  • Tax Amount — Optional. Enter any tax included or applicable.
  • Payment Method (required) — How you paid: Cash, Mpesa, Cheque, Visa/Mastercard (Debit Card), or Bank Transfer.
  • Reference # — Optional (e.g. receipt number, transaction reference).
  • Description — Optional notes about the expense.

Click Save Expense. The expense is created and you’re returned to the list; the new expense’s details panel may open. The total (subtotal + tax) is stored for reporting.

Viewing expense details

When you click an expense in the list, the details panel on the right shows:

  • Overview — Payee name, date created, and an Edit Expense button.
  • Expense Details — Date, Type (expense account), Payee, Location, Payment method, and if entered: Reference, Description.
  • Amounts — A table with Subtotal, Tax, and Total.

From the panel you can:

  • Edit Expense — Open the same form with the expense’s data so you can change any field and save.
  • Delete — Remove the expense. You’ll be asked to confirm. Use only when the expense was recorded in error.
  • Close — Close the details panel and return to the list only.

Editing an expense

Open the expense from the list and click Edit Expense (in the panel header or in the Overview). The Add/Edit expense modal opens with all current values. Change any fields you need (payee, expense account, location, date, amount, tax, payment method, reference, description), then click Update Expense. The list and details panel refresh with the updated data.

Expense accounts (categories)

Expense accounts are fixed categories used to classify expenses (e.g. Office Supplies, Rent, Travel, Utilities). Choosing a consistent category helps you track spending by type and use expense data in reports. When filtering the list by Expense type in Advanced Filter, you can narrow down to one or more of these categories.

Bulk deleting expenses

From the Expenses list, select one or more expenses using the checkboxes. You can use Select all expenses to select all on the current page, or Unselect all to clear the selection. When at least one expense is selected, click Delete Selected. Confirm in the modal to permanently delete those expenses. This is useful for removing duplicate or erroneous entries in bulk.

Summary

  • Use Add Expense to record a new expense with payee, expense account, location, date, amount, tax (optional), payment method, reference, and description.
  • Search and use Advanced Filter and Columns to find and view the data you need; column preferences are saved.
  • Click a row to open the expense details; from there you can Edit Expense or Delete (with confirmation).
  • Select multiple expenses and use Delete Selected to bulk delete.

💡 Pro tip

Record expenses as soon as they occur so your books stay accurate. Use a clear Reference # and Description to make it easy to find and reconcile later. Filter by Expense type or Payee to review spending by category or vendor.