The Expenses Dashboard: A Clear Overview of Spending

The main Expenses screen shows a complete overview of all recorded expenses.

From this page, you can see:

• Total expenses for the selected period

• Monthly average spending

• Current month total

• VAT paid on expenses

• A detailed list of every expense entry

Expenses can be searched, filtered by category, or reviewed by month, making it easy to find specific costs when needed.

This screen answers a key question immediately: “How much is the garage spending, and where?”

Understanding Expense Categories

Every expense is assigned a category so costs stay organized and meaningful.

Common expense categories include:

• COGS (cost of goods sold)

• Rent

• Utilities

• Equipment

• Insurance

• Fuel

• Labor

• Maintenance

• Marketing

• Administrative and other costs, etc.....

Categorizing expenses correctly makes later reporting clearer and more accurate.

Adding an Expense: Recording Costs as They Happen

When a new cost occurs, it can be recorded instantly using Add Expense.

From the Add Expense screen, you can enter:

• Expense category

• Description

• Amount

• Date

• Vendor (optional)

• Payment method

• Payment status (paid or unpaid)

VAT is calculated directly in the form, including:

• Net amount

• VAT amount

• Total amount

• Option to mark VAT as reclaimable

This keeps expense records accurate from the start.

Managing Recurring Expenses Automatically

Some workshop costs repeat every month. Rent, utilities, insurance, and subscriptions should not require manual re-entry.

The Recurring Expenses tab allows garages to:

• Create recurring expense templates

• Set frequency (monthly)

• See which recurring expenses are active or paused

• View estimated monthly projections

This helps workshops plan ahead and avoid forgetting fixed costs.

Expense Activity: A Full Audit Trail

The Activity tab shows a complete log of expense-related actions.

From this view, you can see:

• When expenses were created

• Whether they were automated or manual

• Status of recurring templates

• System actions and updates

This creates transparency and accountability, especially for teams with multiple users.

Why Accurate Expense Tracking Matters

Tracking expenses consistently helps garages:

• Understand real operating costs

• Identify areas where spending can be reduced

• Prepare accurate financial reports

• Make better pricing and staffing decisions

Without clear expense data, profit numbers are only guesses.

How Expenses Fit Into the Finance Workflow

Expenses are a core part of the finance workflow:

1. Income is generated through bookings and invoices

2. Expenses record the cost of running the workshop

3. Both feed into financial reports and analytics

This ensures garage owners can see not just revenue, but real profitability.

The Expense Analytics button next to “Add Expense” leads to detailed financial analysis, which will be covered in the next guide.

Conclusion: Clear Expenses Lead to Clear Decisions

Running a successful garage is not just about fixing cars, it’s about controlling costs.

With a structured Expenses system, workshops can:

• Record costs accurately

• Track recurring expenses automatically

• Keep VAT and payment details organized

• Build a reliable foundation for financial analysis

When expenses are visible and well-organized, garage owners can make decisions with confidence instead of assumptions.