Expenses

Every cost that is not stock: rent, electricity, fuel, wages, repairs, tea for the office.

To record one, on New expense:

1. Paid now or Pay later (a bill), at the top.
2. What was it for? Type to find the category — each shows the account it lands on. Under it, tap a sub-category (Utilities: Electricity, Water, Internet…) or type your own. Then the amount, any tax, the date and a note.
3. Who was paid? A supplier, an employee, or nobody in particular — found by typing; + New supplier adds one on the spot. A bill must name who it is owed to.
4. Paid from the cash, bank or mobile-money account (paid now), the location, and a photo of the receipt. That attachment is what turns a number into something an accountant can defend.

The line at the bottom, In the books, shows the double entry it will make — the category's account debited; the cash account credited, or what is owed to the supplier or employee for a bill. A bill is paid later under Payments.

Categories are how expenses become a story instead of a list. Set them up once.

Rent, salaries and subscriptions happen every month whether you remember or not. Set them up as recurring and Kaydro raises them on schedule.

Expenses can also need approval before they count — useful when staff spend money on the company's behalf.