Expenses

Beginner · 6 min · Money

Expenses records day-to-day business costs such as rent, fuel, electricity and tea, each under a category.

Open this screen in Stockivio →

Expenses

Add ExpenseRefreshManage CategoriesSave Expense

DateCategoryAmountModeDescriptionActions

Screen layout sketch — the screenshot will appear here once it is added.

Why and when you use it

Small costs add up. If they are not recorded, your profit looks better than it is and your cash never agrees. Expenses lets the cashier or owner log each cost in seconds, by category, so Profit & Loss and the Expense Summary report show where money goes.

Before you start

Decide your expense categories (rent, fuel, salaries, repairs and so on)

Step by step

Open ExpensesOpen 🏢 Stockivio ERP and choose Expenses. The list shows Date, Category, Amount, Mode, Description and Actions.
Set up categoriesPress Manage Categories and add the categories you use. Keep the list short and clear.
Add an expensePress Add Expense. Pick the category, enter date, amount and mode, and a short description.
SavePress Save Expense. If the screen asks you to confirm, press Continue and then Yes, save.
Check the listPress Refresh and look through the day's expenses.
Review by periodRun Expense Summary in Reports to see spend by category for the month.

Worked example

Sharma Traders spends ₹1,850 on van diesel (cash), ₹4,200 on a godown light repair (UPI) and ₹28,000 on godown rent (bank transfer) on 12 Nov 2026.

Press Add Expense: Category Fuel, ₹1,850, Mode Cash, Description: van RJ14GB2290 Sanganer route. Save Expense.
Add Expense: Category Repairs, ₹4,200, Mode UPI, Description: godown lights. Save Expense.
Add Expense: Category Rent, ₹28,000, Mode Bank transfer, Description: November godown rent. Save Expense.

Result: Three expenses totalling ₹34,050 appear in the list; cash in hand reduces by ₹1,850, and November's Expense Summary shows them under Fuel, Repairs and Rent.

💡 Tips

Enter expenses daily, with the bill photo kept in Documents.
Write the vehicle number or route in the description for fuel.
Keep the supplier's GST bill for expenses; ask your CA how to treat GST on them.

⚠️ Common mistakes

Using one category such as Misc for everything. Reports become useless.
Recording a supplier purchase of goods as an expense. Goods for resale go in Purchases so stock updates.

Questions

Can I edit an expense?

Use the Actions column on the row. Confirm any change when asked.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Open Expenses.
Scene 2: Manage Categories.
Scene 3: Add Expense for fuel, Save Expense.
Scene 4: Continue and Yes, save prompt.
Scene 5: Expense Summary in Reports.