Expenses, Debtors & Creditors

The other side of the books: money going out (expenses), money customers owe you (debtors) and money you owe suppliers (creditors). Keep these up to date and your reports will reflect the true state of the business.

Recording expenses

1. Open Expenses → New Expense.
2. Enter the amount.
3. Pick a category (Rent, Utilities, Transport, Supplies…).
4. Choose the payment method (Cash, Mobile Money, Bank).
5. Add a short description (e.g. "Petrol for delivery van").
6. Pick the branch and date.
7. Optionally attach a receipt photo.
8. Click Save.

Expense categories

Default categories cover most needs. To add or change them:

1. Open Settings → Expense Categories.
2. Click Add Category, name it, and save.
3. To rename or remove an existing one, click it and edit. Categories that are already used in expenses can be renamed but not deleted.

Recurring expenses

For costs that hit every month (rent, internet, insurance), set them up once:

1. Open Expenses → Recurring.
2. Click Add recurring expense.
3. Enter the amount, category, branch and the day of the month it should be recorded.
4. Click Save. Each month the app will create a draft expense for you to confirm and record.

Attaching receipts

You can attach a photo of the paper receipt to any expense. Useful for taxes, audits, or just so you don't have to keep paper.

• While recording a new expense, tap Attach receipt and choose Camera or Gallery.
• For a past expense, open it from the Expenses list and click Add attachment.

Debtors (people who owe you)

Debtors are created automatically whenever you record a sale on credit (or a partial payment). You can also add a debtor manually if someone owes you for something not in the system.

To see all debtors:

1. Open Debtors & Creditors → Debtors.
2. The list shows every customer with an outstanding balance, sorted by amount or date.
3. Click a customer to see every credit sale and every payment they've made.

Recording a debtor payment

1. Open the customer from the Debtors list.
2. Click Record payment.
3. Enter the amount, date and payment method.
4. Optionally tick which sales the payment is settling (handy when a customer pays for several invoices at once).
5. Click Save. The customer's outstanding balance updates immediately.

Creditors (people you owe)

Creditors track what you owe suppliers. Add one when you take stock or services from a supplier without paying upfront.

1. Open Debtors & Creditors → Creditors → Add.
2. Enter the supplier name, amount owed, due date, and a description (what was supplied).
3. Click Save.

Paying a creditor

1. Open the creditor's profile.
2. Click Record payment.
3. Enter the amount and the method you paid with.
4. Save. The amount also appears as an expense (so it shows in your books) — no double entry needed.

Aging report

The aging report tells you how old each outstanding balance is — 0–30 days, 30–60, 60–90, 90+. The older a debt, the harder it usually is to collect.

• Open Reports → Debtor Aging for money owed to you.
• Open Reports → Creditor Aging for money you owe.