Invoicing · How-to
Record expenses and keep the cash book
Use the books to record what the business spends and to keep each location’s cash drawer in step.
Open the books
Open Invoicing › Books, or press its button above the invoices list. Choose the period at the top: This month, Last month, Last 90 days or This year.
Record an expense
On “Expenses”, press “Record an expense”. Enter the “Date”, “Amount” and “Category” and how it was “Paid with”; add the “Place”, “Supplier”, “Tax included” and a “Note” if they help. The supplier picker searches as you type, and “No supplier” at its top leaves it empty. Press “Save”.
Use the fixed categories
Categories are a fixed list — Rent, Utilities, Wages, Marketing and the rest — so every report groups costs the same way. Filter by category or location; the tile shows the total for the period. To change an expense, use the pencil at the end of its row; the bin beside it deletes one after asking, and is there only for roles that may delete in Invoicing.
Let cash expenses leave the drawer
An expense paid in cash at a location also comes out of that location’s cash book, so you never enter it twice.
Keep the cash book
On “Cash book”, choose a location. You see its opening and closing balance and, day by day, the till takings, money in and money out. Press “Record a movement” for anything else: “Cash in”, “Cash out”, “To the bank”, “Opening float” or “Correction”.
Let the till bring its takings
The till’s takings arrive from each day’s close in Invoicing › Day close, not from a row you type.
Common questions
- Can I add my own expense category?
No. The list is fixed so that profit and loss groups your costs the same way every month.
- Why is there no “Record an expense” button?
Your role does not allow creating records in Invoicing. An owner or admin can change that in Settings › Roles & permissions.
- Can I keep the receipt with an expense?
Yes. In the expense’s window, under “Receipt”, choose a photo or a PDF of it (up to 10 MB); on a phone the camera opens. “Open the receipt” shows it, “Replace” swaps it, and deleting the expense deletes its receipt too.
- Can I keep the books on the phone?
Yes. In the books of Setvos Business, record an expense with its date, amount, category, how it was paid, the place and a photo of the receipt; a new photo replaces the old one, and a cash expense at a place also leaves that place’s drawer. The cash book is kept per place, with the opening and closing amounts and a row per day; record cash in, cash out, money to the bank, an opening float or a correction.
Read next
Read profit, cash flow and tax, and send your accountant a pack
See profit and loss per location, what is already promised for the next eight weeks and the tax on your documents, and download a ZIP for your accountant.
Close the day and issue fiscal receipts
Close the till’s day with the cash you counted, connect your ПРРО, see every receipt it issued, retry one that failed and run the shift reports.
Inventory: what you have, where it is, and what to reorder
How the inventory tabs fit together, what the dashboard shows, and the order to set things up in.
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
More in Invoicing
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