# Record an expense

> Create expense categories and record what the shop spends, such as rent, electricity or wages.

*Section: Purchases and expenses · Updated: 2026-10-19 · Needs the plan feature: accounting*

By the end you will have set up the categories your shop spends money on and recorded an expense in one of them.

> **Note:** Expenses sit under **Accounting**, which comes with some plans only. If **Accounting** isn't in your menu, your plan or your role doesn't include it.

## Create the categories

Categories group your spending in the reports, for example rent, electricity or wages. Create them once.

1. **Open [Accounting › Expense Category](/app/expenses/category).**
2. **Click Create.**
3. **Enter the Category Name.** It is required. **Description** is optional.
4. **Click Submit.**

![Accounting › Expense Category: Search and Create above four categories: Salaries, Transport, Electricity and water, and Rent.](https://armpos.online/storage/help/eedd4a30a6-record-an-expense-1-categories.webp)
*A handful of categories is enough: they decide how the reports group your spending.*

## Record an expense

1. **Open [Accounting › Create Expense](/app/expenses/store).**
2. **Fill Date and Warehouse.** Both are required. Pick the warehouse the money was spent for.
3. **Pick the Payment choice.** For example **Cash** or **bank transfer**. It is required, although its label has no \*.
4. **Choose an Account if you track accounts.** The expense is taken off that account's balance.
5. **Pick the Expense Category.** It is required.
6. **Enter the Amount and the Details.** Both are required. **Details** says what the money was for.
7. **Click Submit.** You land on **All Expenses**.

![Create Expense: Date, Warehouse Default Warehouse, Payment choice Cash, Account, Expense Category Transport, Amount 35 and Details "Delivery van fuel".](https://armpos.online/storage/help/e0bf47f893-record-an-expense-2-create.webp)
*Every field but Account is needed. Details says what the money was for.*

## Find it again

- **[Accounting › All Expenses](/app/expenses/list)** lists every expense with its **Date**, **Reference** (EXP\_ and a number), **Paid by**, **Account**, **Amount**, **Category**, **Warehouse** and **Details**. Edit or delete one from its row.
- The file icon on a row, **Attach Documents**, keeps a copy of the bill with the expense: a PDF, an image or an office document.
- **Reports › Expense Report** totals your expenses by category.
- **Reports › Profit and Loss** shows **Expenses** for the period and takes them off your net profit.

![All Expenses: EXP\_1132 on 2026-10-19, paid by Cash, $ 35.00 for Transport at Default Warehouse, "Delivery van fuel", above earlier transport expenses.](https://armpos.online/storage/help/f340254625-record-an-expense-3-list.webp)
*Newest first. N/D under Account means no account was chosen.*

## What's next

See where expenses fit in the day's numbers in [Reports to check every day](/app/help/reports-to-check-daily).