📖 About
Expenses tracks your spending across one or more expense sheets. Each sheet is an independent Google Sheets file stored in your Google Drive, so you can have separate sheets for different purposes — e.g. House, Car, Holiday.
📂 Selecting a File
The chip bar below the app bar lists your expense files. Tap a chip to load it. The active file name appears in the title bar.
➕ Create a New Expense File
Tap ⋮ → New expense file and enter a name. The file is created in your Google Drive under Budget Tracker → Expenses.
✏️ Adding an Expense
With a file selected, tap + Add expense. Fill in:
- Date — defaults to today
- Description — free text
- Amount — positive number
- Category — choose from your expense categories
- Tax deduction category — optional, for tax reporting
- Budget — optional; pick a budget file, then a budget item to allocate the expense to
- Supplier — optional link to a supplier from your global supplier list
- Tags — optional labels for filtering
- Status — optional workflow status (see below)
- Is credit — toggle on for refunds or credits; credits subtract from totals
🚦 Expense Statuses
Each expense can carry an optional status — New, Reviewed, Matched, or Estimate by default. Statuses are purely informational flags for your own workflow (an "Estimate" still counts toward totals); use them to mark placeholder entries to revisit later.
Manage the status list and the default status for new expenses in System Settings → Expenses → Expense statuses. Expenses generated from Subscriptions and Ongoings are created with the Estimate status automatically.
📅 Filtering by Date
The date filter is a window with an independent past and future side:
- Past dropdown — Today, This week, This fortnight, This month, Last month, Last 3 months, This quarter, This year, This financial year, and more
- Future dropdown — This week, Next month, Next quarter, Next financial year, and more
- Custom range… — pick exact start and end dates
- All time — removes the date filter entirely
The resolved date range is shown beneath the dropdowns. When you first open a file the window defaults to the last 2 + current + next 2 calendar months.
🔎 More Filters
The Filters section also offers five attribute filters, applied on top of the date window:
- Category — multi-select; selecting a parent includes its subcategories
- Status — multi-select over your expense statuses
- Tags — multi-select; matches any selected tag
- Description — contains / begins with / ends with / equals
- Amount — greater than, at least, less than, at most, equals, or between
Clear all resets the attribute filters without touching the date window. A "N matching" count shows how many expenses pass the filters.
📊 Summary Bar
The summary bar shows four totals for the current date window: Expenses, Credits, Net, and Deductible (expenses with a tax deduction category). It reflects the date filter only — attribute filters affect just the list below.
🗓️ Grouped List & Cal/FY Toggle
Expenses are grouped by year, then month, with collapsible headers showing counts and totals. The Cal / FY toggle switches grouping between calendar years and financial years (configured in System Settings).
↗️ Moving an Expense
Open an expense and use ⋮ → Move to file… to transfer it to another expense file. The expense is verified in the destination before being removed from the source.
🔗 Linked Records
When editing an expense, a Linked records section at the bottom lists everything that references it — bank transactions, receipt lines, assets, and depreciation items. Tap a row to open the linked record. See Linking records for how links work across modules.
🤝 Adding a Shared Expense File
Another user can share one of their expense sheets with you via the Google Sheets share button. Once shared, tap ⋮ → Add shared file, paste the Google Sheets URL or file ID, and confirm the name.
🛠️ Repair File Rows
If a sheet was edited outside the app and rows appear shifted or misaligned, ⋮ → Repair file rows scans the active file and fixes rows written into the wrong columns.