Budgets & Expenses

Track your business expenses and manage budgets to maintain profitability. The Budgets and Expenses modules work together to give you financial visibility.

Expenses

Recording Expenses

1. Navigate to Expenses in the sidebar
2. Click Add Expense
3. Enter the expense details:
   • Category — Fuel, Equipment, Supplies, Subcontractors, etc.
   • Amount — The expense amount
   • Date — When the expense was incurred
   • Vendor — Who you paid
   • Description — Details about the expense
   • Job — Associate with a specific job (optional)
   • Receipt — Upload a photo or scan of the receipt
4. Click Save

Expense Categories

Default categories include:

• Fuel and Vehicle
• Equipment and Tools
• Materials and Supplies
• Subcontractors
• Insurance
• Marketing
• Office and Administrative
• Licensing and Permits

You can create custom categories under Settings.

Budgets

Creating a Budget

1. Navigate to Budgets in the sidebar
2. Click Create Budget
3. Set the Budget Period (monthly, quarterly, annual)
4. Allocate amounts to each expense category
5. Save the budget

Tracking Against Budget

The Budgets page shows:

• Budgeted Amount — What you planned to spend per category
• Actual Spend — What you have spent so far
• Remaining — How much budget is left
• Variance — Whether you are over or under budget (shown as a percentage)

Budget Reports

View historical budget performance:

• Compare planned vs. actual spending over time
• Identify categories that consistently go over budget
• Use data to plan more accurate future budgets

Profitability Analysis

Combine revenue data (from invoices) with expense data to analyze:

• Gross Profit — Revenue minus direct costs (labor + materials)
• Net Profit — Revenue minus all expenses
• Profit by Customer — Which customers are most profitable
• Profit by Service — Which services generate the best margins