The Expenses pill in Reports is where you record what the business pays out. Rent, hydro, insurance, software, the accountant - anything that comes due, once or on a schedule.

What the pill follows

Expenses uses the location pills at the top of Reports, the same as every other report section. The pills only appear when you have more than one location.
It does not use the From and To dates. It has its own Show the past window instead, because an expense report is about a rolling window and what is still coming rather than the period you picked for takings (see 11.13).

Add an expense

Go to Reports → Expenses and tap + Add Expense.
Fill in the details:
- Name - what it is. The box suggests "Rent, hydro, insurance...".
- Amount (CAD).
- Category - one of your own categories, or None (see 11.12).
- Location - All locations, or one specific location. It opens on whichever location pill you have selected.
- Vendor - who you pay.
- Payment method - one of your own expense payment types, or Not set. These are how you pay bills, kept separate from the payment types your clients use at checkout (see 11.12).
- One-time startup cost (optional) - appears on repeating expenses only, for the handset, installation, or deposit that came with the contract (see 11.12).
- Start date (optional) and First due date.
- Repeats - One time, Weekly, Monthly, Quarterly, Yearly, or Custom (every X days). Choosing Custom reveals Days between charges.
- Stops after (optional) - an end date, on repeating expenses only.
- Notes (optional).
Tick Remind me before this is due if you want warning, then tap Save Expense. Reminders are covered in 11.11.

How the schedule anchors

The First due date is the first charge - nothing is counted before it - and it sets the pattern for everything after. Each occurrence counts from that anchor rather than from the one before it, so a monthly expense first due on the 31st falls due 28 February in February, then goes back to the 31st in March. It never quietly slips to the 28th for good, which is what happens in a lot of software.

Locations and shared costs

An expense belongs to one location, or to All locations for shared costs like software, insurance, or the accountant.
With a single location selected on the pills, a tick box appears: Include all-location expenses, on by default. Leave it on for the true cost of running that location; turn it off to see only what that location is billed directly.
The list, the cards, the totals, and the inventory line all follow the pills and that tick box together.
With one location there are no pills and no tick box, and everything simply counts.

What the list shows

Each row carries the amount on the right. Under the name sit the location (multi-location salons only), the category, the vendor, and the cadence - One time, Monthly, or Every 45 days for a custom one - then next and the date, or no upcoming date when it has finished. Below that:

A one-time startup cost on its own line, reading One time $400.00 on 2026-08-15 - Handsets.
Paid by and the payment method.
Your notes.
The reminder setting, reading either Reminder 3 days before by push and email or No reminder.

Pause keeps the history

Pause is for something seasonal, or a service you have suspended. On a repeating expense with a date still ahead of it, you are asked where to stop counting:

Stop counting today - nothing further counts.
Count 2026-09-01, then pause - the next charge still counts, and it stops after that.

Either way, the confirm is plain about what survives: "Reminders stop and nothing new is counted while it is paused, but everything it already cost stays in your reports. Resume any time." The row is marked - paused, and Resume puts the schedule back. A one-time expense simply asks you to confirm.

Delete keeps the history too

Delete asks the same question, with Count 2026-09-01, then stop as the second choice, and the confirm reads: "Reminders stop and nothing new is counted, but everything it already cost stays in your reports. This cannot be undone."

The expense stays in the list, greyed out and marked - deleted 2026-08-10, with no buttons on it.
It still counts in the periods where it genuinely cost you money, and it is still itemised in those period breakdowns (see 11.13).
It never reminds again, and nothing new is counted after the cutoff you chose.

Pause is the reversible one. Delete cannot be undone - but neither of them rewrites what you have already spent.

Good to know

Nothing here touches your sales, taxes, or payroll figures. It is a record of money going out, kept alongside them.
An empty pill reads "No expenses yet. Add rent, utilities, insurance, software, or anything else that comes due."
In training mode nothing is stored - you get the Not saved in training mode toast (see 1.9).