Expenses

What this is for

Expenses is your operational spend ledger: record what you paid, to which supplier (contact), on what date, split across line items with categories and tax, attach receipts for proof, and track whether each record is still a draft, unpaid, or paid.

Together with Revenues, these entries feed Reports so you can see costs against income for a period without exporting everything to a spreadsheet first.

Where this lives

Open Finances and switch to the Expenses app (separate from Revenues).

When Peppol is connected (Settings → API), a Sync Peppol button appears at the top, use it to pull in supplier invoices and credit notes you received on the network. They arrive as new expense drafts for you to review.

Peppol and AI import

Expenses imported from Peppol show a small badge so you know they came from the network. You can still edit them like any other expense before marking paid.

AI Import lets you upload a receipt or invoice file, the app reads the supplier, date, lines, and amounts for you. Always review the result before saving.

List, search, and filters

The table lists expense # (sequenced ids such as EXP with year), supplier, date, amount, and status. Sort any column, use search across id, supplier, category, status, date, and amount, and open Filters for a date range (presets or custom) and status (draft, paid, unpaid). Active filters show as removable badges; Clear all filters resets them.

Amounts display as outflows; when an expense is over a threshold and has no receipt attached, the UI can show a small receipt reminder (based on common record-keeping guidance).

Rows, actions, and batches

Click a row to open the full editor unless you have rows selected, then clicks are reserved for bulk work. Row actions: Edit, Download (only when a receipt file exists, it downloads that upload, not a synthetic report), and Delete subject to your role.

With multiple rows selected, use Edit n selected for batch status, export selected as a ZIP of generated expense PDFs (built from the in-app expense layout), delete the selection, or clear selection.

Editor dialog

New expense opens the same large dialog as edit. The layout is two columns on wide screens: a form (contact search to pick the supplier, optional new contact, address, expense date, status from the badge, notes, and line items) and a receipt panel to upload or preview a PDF/image. When an expense is created from a purchase order under Revenues, notes usually include that PO reference.

Line items support quantity, description, unit price, tax rate per line (labels follow your company tax config), and a category per line. Add lines with Add item; you need at least one. Pick categories from the workspace list or add a new category inline (persisted for everyone).

Professional-use %

Professional-use % is the share of the expense you treat as business / professional (from 0 to 100). It matters when a single purchase is partly personal and partly work, for example a phone bill, home office share, or mixed-use subscription, so you can record how much of the total belongs on the business side.

Each expense stores one percentage for the whole document. The app copies a category’s default professional-use % into that field only when you change a line item’s category in the editor: if the expense has one line, or every line ends up on the same category as the one you just set, the percentage updates to that category’s default (otherwise mixed categories leave your existing % unchanged). Changing only the expense-level category elsewhere does not trigger this. You can always override the number on the receipt.

How mixed-use costs may be deducted or capitalized is defined by your tax regime and advisor; Okinta keeps the field so your records and exports match the split you intend.

Capitalization and depreciation

Some purchases, like equipment, software, or furniture, are long-term investments rather than one-off costs. Instead of recording the full amount as an expense in one go, you can spread the cost over the years you expect to use it. This is called capitalization (recording it as an asset) and depreciation (spreading the cost over time).

In Okinta this is optional per expense: turn on depreciation on the expense, choose which items are assets, pick a depreciation method (for example straight-line, which spreads the cost evenly), set how many years the asset will last and any remaining value at the end, then save. Okinta creates a depreciation schedule so future costs are recorded automatically.

Whether you need to use this, which method to choose, and any tax rules around it are decisions for your accountant. Use this section to record the approach they already recommended.

Reports

Posted expenses roll into Reports together with Revenues so period summaries stay consistent inside the app.