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Record and track expenses

Open Purchases → Expenses to see everything you spent, from vendor bills to payments with no bill, by category and month. Click Record expense, choose the category, enter the amount and how you paid, and click Save expense. It is in your books at once.

In EaseDesk: Purchases → Expenses → Record expense. Log in or start a free trial.

Steps

  1. 1 In the menu on the left, under Purchases, click Expenses, then click Record expense.
  2. 2 Under Paid to, search for the vendor, or leave it empty for small spends such as tea or parking. Type a new name to add the vendor on the spot.
  3. 3 Choose the Category, add a Description and enter the Amount.
  4. 4 With a vendor, choose the GST on the bill, tick The amount includes GST if it does, and enter the Bill number if there is one.
  5. 5 If the cost is a customer's, pick them under Charge to a customer. Without a vendor, you can also switch on Repeats for a cost that comes back, such as cleaning or the newspaper.
  6. 6 Under Paid, choose the Mode and the cash or bank account, and enter the cheque number or UTR for a bank payment.
  7. 7 Click Save expense. It is posted to your books, shows as paid and appears on the Expenses screen.

Everything you spend, in one place

The Expenses screen brings together every expense however it was entered: the expense bills your vendors give you, and the payments you make with no bill at all. Choose a period with the dates or with This month, Last month or This financial year, and pick a branch if you have more than one.

  • Tiles: Spent, GST on bills, Still to pay vendors and To charge to customers.
  • By category: your ten largest categories as bars. Click one to list only its expenses.
  • By month: what you spent each month, with the average so far, so you can see whether spending is rising.
  • The list: date, number, category, who was paid and for what, whether it is paid or still to pay, whether it is to be charged to a customer, the GST and the amount. Search by number, vendor, category or description, or filter by Category and Charged to customers.

Click a number to open the expense bill or the payment voucher behind it.

Set up your categories once

A category is an account in your books, so your profit and loss statement shows spending category by category with nothing extra to maintain. Open the Categories tab on the Expenses screen and click Add a category. Put costs that go into making or buying goods (freight in, wages) under Direct expenses, and running costs (rent, travel, fuel) under Indirect expenses. Switch a category off with In use when you no longer need it; its history stays.

What EaseDesk records

  • With a vendor: the vendor’s expense bill (numbered EXP/…) and a payment against it, in one step. The bill carries the GST and its input tax credit, and the vendor’s account nets to zero.
  • Without a vendor: a posted payment voucher (numbered PV/…) from the cash or bank account you choose.

Either way the cash or bank balance goes down at once, and the entry is part of your books and reports.

Who can do it

Recording an expense needs permission to create purchase documents and to record payments: the Owner and Admins have both. Anyone who can see purchases can see the Expenses screen. Accountants can see expenses and record payments, but not create expense bills, unless you give their role that permission.

Questions

Can I claim input tax credit on an expense?

Only when you name the vendor and enter the GST on their bill. The expense is then recorded as the vendor's expense bill, and the eligible GST goes to your input tax credit. An expense saved without a vendor is a payment voucher with no GST credit.

How do I record rent or a professional fee that I will pay later?

Open Purchases, choose the Expense bills tab and click New expense bill. Pick the vendor and the expense account on each line, add GST, TDS or reverse charge if they apply, and set a due date. It appears on the Expenses screen with the amount still to pay until you pay it from Payments.

Can I bill an expense on to a customer?

Yes. Choose the customer under Charge to a customer. When you next write an invoice for them, click Add unbilled expenses and the cost comes in as a reimbursement line. On the Expenses screen, the Charged to customers filter shows what is not billed yet and what is billed.

Can an expense repeat every month?

An expense without a vendor can. Switch on Repeats and choose how often; EaseDesk makes a draft copy on each date for you to check and post. Repeating expenses carry a repeat mark in the list.

How do I see how much I spent last month?

On the Expenses screen, click Last month. The tiles show what you spent, the GST on bills, what is still to pay vendors and what is still to charge to customers, with charts by category and by month below.

Still stuck? WhatsApp or call +91 91525 20552 or write to support@easedesk.com. Updated 29-09-2026.