# Record expenses and read the expense report

> Add shop expenses such as rent, salaries and utilities with categories, pay them now or later, set recurring expenses and see spending by category.

Source: https://docs.smartposhub.com/reports/expenses/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

**Expenses** are what you spend to run the business that is not stock: rent, salaries, electricity, delivery, repairs. Recording them gives you the real net profit and keeps your cash drawer and bank balances right.

## Set up categories

Go to **Expenses › Expense Categories** and add your categories (Rent, Salaries, Utilities, Marketing…). Sub-categories are allowed. A ready set can come with your business type's prebuilt data.

## Add an expense

1. Open **Expenses › Add Expense**.
2. Choose the **Business Location**, **Expense Category**, **Reference No** (auto if empty) and **Date**.
3. Optional: **Expense for** (a staff member), **Expense for contact** (a supplier or other contact), tax, a document and an **Expense note**.
4. Enter the **Total amount**.
5. Under payment, enter what you paid now, the method and the **Payment Account**. Pay less or nothing to keep the rest due.
6. Tick **Recurring** for repeating expenses, or **Is refund** for money returned.
7. **Save**.

At the POS, **Add Expense** in the top bar records cash taken out of the drawer; it lowers the **Expected Cash in Drawer** when you close the register.

## Pay a due expense later

Open **Expenses › List Expenses**, find the expense (its status shows **Due** or **Partial**) and use **Add payment**. See [Credit sales and part payments](https://docs.smartposhub.com/selling/credit-and-partial-payments/) — the payment window works the same way.

## Expense Report

**Reports › Expense Report** shows spending by category in a chart and table. Filter by **Business Location**, **Category** and **Date Range**, then export.

![Expense Report with location, category and date filters and a bar chart of total expense per category](https://docs.smartposhub.com/_astro/expense-report.BGdViDEz.png) (web app page: `/reports/expense-report`)

- [Profit and loss](https://docs.smartposhub.com/reports/profit-and-loss/)
- [Payment accounts](https://docs.smartposhub.com/reports/payment-accounts/)

## Frequently asked questions

### Where do I add an expense?

Expenses › Add Expense, or the + New button in the top bar. At the POS, Add Expense in the top bar records cash paid out of the drawer.

### Can I record an expense I will pay later?

Yes. Save it with no payment or a part payment. It stays due until you pay it with Add payment, just like a credit sale.

### How do I set up a monthly expense like rent?

Tick Recurring on the expense and choose the interval. A new expense is created each period.

### Do expenses reduce my profit?

Yes. All expenses in the period are subtracted in the Profit / Loss report to give net profit.

### Can I record money coming back, like a supplier refund on an expense?

Yes. Tick Is refund on the expense; it reduces your expense total.

### Can I add expenses from my phone?

Yes. The SmartPOS Business app has an Expenses screen to add and pay expenses.