Expenses and income

Record what the business spends, like rent, salaries and bills, and any money that comes in that is not a sale. Both go straight into your cash book and your profit and loss.

#Add an expense

1. Open Expenses in the menu. You can also open Khata and tap Add expense.
2. Tap Add expense.
3. Choose a Category. Aiyaar suggests Rent, Salaries, Utilities, Transport, Marketing, Maintenance, Supplies, Bank fees and Other. You can also type your own.
4. Enter the Amount.
5. Under Paid by, choose how you paid: cash, card, mobile pay, bank transfer and so on.
6. Check the Date.
7. If you have more than one shop, choose the Shop, or leave Whole business.
8. Add a Description if it helps.
9. Tap Save.

Expenses count against your profit and show as money out in the cash book.

#Keep a photo of the bill

When you add or edit an expense, tap Add photo under Bill photo and take a picture of the bill or choose one from your phone. In the list, an expense with a photo shows a small picture icon. Tap it to see the bill.

#Add income

Use Income for money in that is not a sale: a service charge, rent you receive, commission, or money the owner puts in.

1. Open Khata → Income, or tap Add income on the cash book.
2. Tap Add income.
3. Choose a Category. Aiyaar suggests Opening balance, Owner's money, Service charge, Rent received, Commission, Loan received and Other.
4. Enter the Amount, how it was Received by, and the Date.
5. Tap Save.

Opening balance, Owner's money and Loan received go into the cash book, but they are not counted as profit. See Digital khata.

#Find and check your entries

The Expenses and Income lists show the date, category, how it was paid and the amount, with the Total for what you are looking at.

• Filter by Category, by staff member, or by dates.
• Tap the pencil to edit an entry, or the bin to delete it. A deleted expense no longer counts against profit.

#Monthly repeats

Rent, salaries and bills come every month. Add them once and Aiyaar writes them into expenses on their day, so nobody forgets.

1. Open Khata → Monthly repeats.
2. Tap Add monthly repeat.
3. Enter the Category, Amount and how it is Paid by.
4. Choose the Day of the month, from 1 to 28, so it happens in every month.
5. For a salary, choose the Staff member. You can also choose a Shop and add a Description.
6. Keep Active on, then tap Save.

The list shows the next date for each one. Turn Active off to pause a repeat; nothing is written until you turn it back on. Expenses made this way show Repeats monthly in the expenses list.

#Staff salaries and advances

When you add an expense for a salary or an advance, choose the Staff member it was paid to. The list then shows "To" and the staff member's name.

To see everything one person was paid, open Expenses and choose them in the staff filter. Add dates to see one month.

For a fixed monthly salary, use a monthly repeat with the Staff member set, as above.

#Where expenses show up

• Khata → Cash book: as money out, on the day you paid.
• Khata → Profit & loss and Reports → Profit & loss: by category, taken off your profit.
• Reports → Payments: by payment method.

See Reports and profit.