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Expense Tracking

We let you log every operating expense your clinic incurs — from supplies and rent to equipment purchases and marketing spend. These expenses flow directly into your financial statements, giving you a complete picture of profitability.
Admin only — only admin users can create, edit, and view expenses.

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Creating an expense

1
Open the expense form
2
Navigate to Finance > Expenses and click New Expense.
3
Fill in expense details
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FieldDescriptionAmountThe expense amountCategorySelect from predefined categories (see below)Vendor NameWho you paid — the supplier, landlord, service provider, etc.Payment MethodCash, Card, Bank Transfer, or ChequeDateWhen the expense was incurredNotes (optional)Any additional details or context
5
Set the status
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Choose the current status of the expense:
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StatusMeaningPaidPayment has already been madePendingExpense is recorded but not yet paidCancelledExpense has been voided
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Save
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Click Save to record the expense. It immediately appears in your expense list and, if the status is Paid, in your financial reports.

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Expense categories

Categories help you organize expenses and generate meaningful breakdowns in the Profit & Loss report. The platform includes the following default categories:

Supplies

Dental materials, consumables, and clinical supplies.

Rent

Office or clinic space rental payments.

Utilities

Electricity, water, internet, and phone bills.

Equipment

Dental chairs, X-ray machines, sterilization units, and other capital purchases.

Marketing

Advertising, social media, printed materials, and promotional campaigns.

Other

Miscellaneous expenses that do not fit into the categories above.
When reviewing your Profit & Loss statement, expenses are grouped by category. Consistent categorization makes it much easier to spot trends and identify areas where your clinic can reduce costs. See Financial Reports.

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Filtering and searching expenses

The expense list supports filtering to help you find what you need:
  • Date range — filter expenses to a specific period (e.g., this month, last quarter, custom range)
  • Category — narrow down to a single category or view all
Use filters to prepare for tax filings, audit reviews, or monthly financial reconciliation.

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Expenses in financial reports

All expenses with Paid status feed into the Profit & Loss financial statement as operating expenses. They are subtracted from gross profit to calculate your clinic’s net profit. The P&L report groups expenses by category, so you can see exactly how much you spent on supplies versus rent versus marketing in any given period.
Expenses with Pending or Cancelled status are excluded from the Profit & Loss calculation. Only paid expenses impact your reported profitability.

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Best practices

Log expenses as they occur rather than in bulk at the end of the month. This keeps your financial reports accurate in real time and reduces the chance of missing items.
Always assign the most appropriate category. If you are unsure, use a consistent rule — for example, always categorize repair costs under Equipment rather than sometimes using Supplies.
Filling in the vendor name makes it easy to audit payments, identify your largest suppliers, and cross-reference with bank statements.
Use the notes field for one-off or large expenses so that future reviewers (or your accountant) understand the context.

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Common workflows

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Monthly expense review

  1. Go to Finance > Expenses.
  2. Set the date range to the current month.
  3. Review each category’s total to spot anomalies or overspending.
  4. Cross-reference with the Profit & Loss report under Financial Reports.

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Preparing for tax filing

  1. Set the date range to the full fiscal year.
  2. Filter by each category and export or note the totals.
  3. Provide the category breakdowns to your accountant alongside the Profit & Loss statement.
Deleting an expense permanently removes it from the system and all financial calculations. If an expense was recorded in error, consider changing its status to Cancelled instead — this preserves the audit trail while excluding it from reports.
  • Financial Reports — see how expenses feed into the Profit & Loss statement
  • Payroll — payroll costs also appear as operating expenses in the P&L
  • Invoices — track revenue alongside expenses for a complete financial picture