> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Tracking

> Record clinic operating expenses by category, track payment status, and feed expense data into your Profit & Loss financial statement.

# 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.

<Note>
  **Admin only** — only admin users can create, edit, and view expenses.
</Note>

***

## Creating an expense

<Steps>
  ### Open the expense form

  Navigate to **Finance > Expenses** and click **New Expense**.

  ### Fill in expense details

  | Field                  | Description                                                   |
  | ---------------------- | ------------------------------------------------------------- |
  | **Amount**             | The expense amount                                            |
  | **Category**           | Select from predefined categories (see below)                 |
  | **Vendor Name**        | Who you paid — the supplier, landlord, service provider, etc. |
  | **Payment Method**     | Cash, Card, Bank Transfer, or Cheque                          |
  | **Date**               | When the expense was incurred                                 |
  | **Notes** *(optional)* | Any additional details or context                             |

  ### Set the status

  Choose the current status of the expense:

  | Status        | Meaning                              |
  | ------------- | ------------------------------------ |
  | **Paid**      | Payment has already been made        |
  | **Pending**   | Expense is recorded but not yet paid |
  | **Cancelled** | Expense has been voided              |

  ### Save

  Click **Save** to record the expense. It immediately appears in your expense list and, if the status is **Paid**, in your financial reports.
</Steps>

***

## Expense categories

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

<CardGroup cols={3}>
  <Card title="Supplies" icon="box">
    Dental materials, consumables, and clinical supplies.
  </Card>

  <Card title="Rent" icon="building">
    Office or clinic space rental payments.
  </Card>

  <Card title="Utilities" icon="bolt">
    Electricity, water, internet, and phone bills.
  </Card>

  <Card title="Equipment" icon="screwdriver-wrench">
    Dental chairs, X-ray machines, sterilization units, and other capital purchases.
  </Card>

  <Card title="Marketing" icon="bullhorn">
    Advertising, social media, printed materials, and promotional campaigns.
  </Card>

  <Card title="Other" icon="ellipsis">
    Miscellaneous expenses that do not fit into the categories above.
  </Card>
</CardGroup>

<Tip>
  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](/finance/reports).
</Tip>

***

## 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.

***

## 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.

<Note>
  Expenses with **Pending** or **Cancelled** status are excluded from the Profit & Loss calculation. Only paid expenses impact your reported profitability.
</Note>

***

## Best practices

<AccordionGroup>
  <Accordion title="Record expenses promptly">
    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.
  </Accordion>

  <Accordion title="Use consistent categories">
    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**.
  </Accordion>

  <Accordion title="Include vendor names">
    Filling in the vendor name makes it easy to audit payments, identify your largest suppliers, and cross-reference with bank statements.
  </Accordion>

  <Accordion title="Add notes for unusual expenses">
    Use the notes field for one-off or large expenses so that future reviewers (or your accountant) understand the context.
  </Accordion>
</AccordionGroup>

***

## Common workflows

### 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](/finance/reports).

### 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.

***

<Warning>
  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.
</Warning>

***

## Related articles

* [Financial Reports](/finance/reports) — see how expenses feed into the Profit & Loss statement
* [Payroll](/finance/payroll) — payroll costs also appear as operating expenses in the P\&L
* [Invoices](/finance/invoices) — track revenue alongside expenses for a complete financial picture