Abbpay

Expenses & Bills

Updated 1 day ago 6 min read

Overview

The Expenses module allows you to record, track, and manage all business expenses and bills. You can create expenses manually, scan receipts for automatic data extraction, record payments, set up recurring expenses, and export expense data for reporting.

Accessing Expenses

Navigate to Account > Money Out > Expenses tab.

Expenses Dashboard

The analysis panel displays 4 key metrics with monthly comparisons:

Metric Colour Description
All Expenses Cyan Total value of all expenses + last month comparison
Paid Expenses Violet Total amount paid + last month comparison
Pending Payment Yellow Amount with pending payments + last month comparison
Due Payment Red Overdue amount + last month comparison

Expense List

A searchable, sortable data table displaying all expenses.

Available Actions

Action Description
Create Expense Record a new expense/bill
Edit Expense Modify an existing expense
View Expense View full expense details
Add Payment Record a payment against an expense
Download Attachment Download attached receipt/document
Delete Expense Remove an expense
Bulk Delete Remove multiple expenses
Export Export as Excel or PDF

Create Expense

How to Create an Expense

  1. Click the Create Expense button.
  2. You will be taken to the expense creation page.

Form Sections

1. Supplier/Vendor Information

Field Required Description
Supplier Yes Select the supplier from the dropdown

Supplier contact details are displayed after selection.

2. Expense Details

Field Required Description
Expense Date Yes Date the expense was incurred
Due Date Yes Payment due date
Currency Yes Expense currency
Status Yes Draft or Finalised

3. Line Items

Each expense can contain multiple line items:

Field Description
Product/Item Searchable product dropdown
Ledger Account Chart of accounts category for the item
Quantity Number of units
Unit Price Price per unit
Discount Discount per line item
VAT/Tax Tax rate to apply
VAT Value Auto-calculated tax amount
Row Total Auto-calculated line total

To add a line item: Click the Add Item button. To remove a line item: Click the delete icon.

4. Summary (Auto-Calculated)

Field Description
Subtotal Sum of all line items
Total Discount Sum of all discounts
Total VAT Sum of all tax amounts
Grand Total Final expense amount

5. Additional Information

Field Required Description
Expense Reference/ID Auto Auto-generated reference number
Notes No Additional notes
Terms No Payment terms
Attachment No Upload a receipt or document

6. Receipt Scanner (Optional)

You can use the built-in receipt scanner to auto-fill expense details:

  1. Upload a receipt image or PDF.

  2. ABBPay uses OCR to extract supplier name, date, amounts, and VAT.

  3. Review and confirm the extracted data.

  4. The form fields are populated automatically.

  5. Click Save to create the expense.

Edit Expense

  1. Click Edit from the actions dropdown or expense detail page.
  2. The edit form opens with pre-populated data.
  3. Modify the desired fields.
  4. Save changes.

Note: Only expenses with Unpaid or Draft status can be edited. Paid or partially paid expenses cannot be modified.

View Expense

Expense Detail Page

Click on an expense or select Details from the actions dropdown.

Tab Navigation

1. Overview Tab

Supplier Information Card:

  • Company/full name, address, email, phone

Expense Bill Details Card:

  • Bill ID, date, status badge
  • Recurring indicator (if active)

Items Table:

  • Columns: Product, Quantity, Price, VAT, Amount
  • Totals section: Subtotal, VAT, Total, Paid Amount, Outstanding

2. Notes & Terms Tab

  • Notes section (formatted text)
  • Terms section (formatted text)

3. Payment History Tab

  • Table of all payments made against this expense
  • Date, amount, method, reference for each payment

Header Action Buttons

Button Description
Edit Open edit form (if status allows)
Add Payment Record a payment (if balance due > 0)
Download PDF Download expense as PDF
Toggle Recurring Start or stop recurring schedule
Back Return to expense list

Expense Status Badges

Status Colour Description
Draft Yellow Created but not finalised
Pending Payment Red Awaiting payment
Partially Paid Blue Some payments received
Paid Green Fully paid
Overdue Red Past due date and unpaid
Processing Blue Payment being processed

Record Payment

Adding a Payment to an Expense

  1. Click the Add Payment button from the expense detail page or actions dropdown.
  2. A payment form slide panel will appear.

Payment Form Fields

Field Required Description
Expense Reference Read-only Expense being paid
Due Amount Read-only Outstanding balance with currency
Paid Amount Read-only Amount already paid
Payment Date Yes Date of the payment
Amount Yes Payment amount
Bank Account Yes Bank account used (searchable dropdown)
Payment Reference No External reference number
Notes No Additional payment notes
  1. Click Submit Payment to record.

Recurring Expenses

Setting Up a Recurring Expense

From the expense detail page, click Start Recurring to set up automatic recurring:

Setting Description
Recurring Cycle Monthly, Quarterly, etc.
Auto-generation Automatically creates new expense on schedule

To stop recurring, click Stop Recurring on the detail page.

Attachments

  • Upload receipts or documents when creating or editing an expense.
  • Download attached files from the expense list using the download icon.
  • Supported formats: Images (JPG, PNG), PDF, and documents.

Delete Expense

Single Delete

  1. Click Delete from the actions dropdown.
  2. Confirm the deletion.

Bulk Delete

  1. Select multiple expenses using checkboxes.
  2. Click Delete Selected.
  3. Confirm the bulk deletion.

Export Expenses

Format Description
Excel Export expenses data as .xlsx file
PDF Export as formatted PDF document

Access export options from the table toolbar.

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