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 Money Out → Expenses and tap Record expense.
2. Under What did you spend?, tap the category for the kind of expense (Rent, Transport, Supplies…). Each tap adds a line, so you can record several receipts in one go. Need a new kind? Tap New category.
3. Type the amount and a short description (for example "Petrol for delivery van").
4. Under When & how, set the date. Paid yesterday? Tap Yesterday. Check the branch, then choose how you paid: Cash, MoMo or Bank.
5. Tap Record expense. Every line is saved at once.

On Pro, a VAT & supplier card also lets you pick the vendor and project, and enter a VAT rate so the VAT you paid counts on your VAT return.

See expenses by category

The expenses list shows every expense with the total spent and your biggest category. Search, or filter by category, branch or employee.

1. In the expenses list, tap Group by category to see one total per kind of expense.
2. Tap a category to see each expense inside it.
3. Tap Ungroup to go back to the plain list.
4. Tap Export to download a spreadsheet (CSV): Export entries for the list, Export grouped by category for the grouped list, or Export category totals for one total per category.

Expense categories

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

1. Open Settings & Management → Expense Categories.
2. Tap 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.

Debtors (people who owe you)

Debtors are created for you whenever you record a sale on credit or a part payment. You can also add one yourself if someone owes you for something not in the system.

To see who owes you:

1. Open Money Out → Who Owes / I Owe and stay on the Debtors (owe me) tab.
2. The list shows each person with the amount, due date and status (Pending, Partially Paid, Overdue). Search by name or phone, or filter by status or branch.
3. Open a person to see what they took and every payment they have made.

To add a debtor yourself, tap Add record, choose Debtor (Owes me), and fill in the name, phone, amount, due date and what it is for. Then tap Save record.

Recording a debtor payment

Credit sales and services on credit both land on the person's record, listed under Credit Invoices with what is paid on each.

1. Open the person from the Debtors list.
2. Tap Add Payment.
3. Type what they paid. It cannot be more than what is still owed.
4. Set the Payment Date (Today or Yesterday are one tap) and add a note such as a receipt number.
5. Paying for several credit sales at once? Under Allocate to Invoices, choose which ones this payment settles. This is optional.
6. Tap Confirm Payment. The balance goes down straight away.

Creditors (people you owe)

Creditors track what you owe suppliers and others. Add one when you take stock or services without paying up front.

1. Open Money Out → Who Owes / I Owe and tap Add record.
2. Choose Creditor (I owe them), then enter the name, phone, amount owed, due date, and what was supplied.
3. Tap Save record. It shows on the Creditors (I owe) tab.

Paying a creditor

1. Open the creditor from the Creditors (I owe) tab.
2. Tap Add Payment.
3. Type the amount you paid and the date.
4. Tap Confirm Payment. It counts as cash going out and lowers what you owe, so do not record it as an expense as well.

Aging report

Aging tells you how old each unpaid balance is. The older a debt, the harder it usually is to collect.

• Open Contacts → Customers → Reports and look at Credit aging: what customers owe you, split into Current, 1–30, 31–60, 61–90 and 90+ days.
• On Pro, Receivables Reports shows the same for unpaid invoices.