Track Expenses and Recurring Costs

Expenses are what the business spends: rent, utilities, laundry, supplies, subscriptions. They come off revenue in the Period Summary, so a missing one makes every month look better than it was.

Where they liveCopy a link to this section

Expenses in the navigation menu on the web, and the Expenses drill-down on the app's Earnings tab. The page shows Total Expenses, Expense Count, Recurring Expenses and Expenses by Category for the period you choose, with the list underneath.

Record an expenseCopy a link to this section

1. Click Create Expense.
2. Enter the name, the price and the quantity (a whole number, at least 1), and choose how it was paid.
3. Pick the date it belongs to. This is the day the expense counts on in reports, so a March rent is dated in March even if you enter it in October.
4. Type a category, or pick one you already use. A new name creates the category; "rent" and "Rent" are the same category.

Make it repeatCopy a link to this section

Turn on Is expense recurrent? and choose a frequency:

• Monthly repeats on the same day of every month (the 31st falls back to the last day of shorter months).
• Weekly, Bi-Weekly and Every Three Weeks up to Every Twelve Weeks repeat on the days of the week you tick.
• Daily repeats every day.

Add a Recurrence End Date if it stops, such as a lease that ends.

Perceny creates the copies as soon as you save, for every occurrence from the expense's date up to a year ahead, and keeps extending them. Back-dating works: a monthly expense dated March 1 shows up in April, May and every month after it straight away. The first expense of a series is listed under Recurring Templates; the copies carry an auto-generated tag.

Edit a recurring expenseCopy a link to this section

When you save a change, choose which expenses it applies to:

• This expense only changes the one you opened. If it is the first expense of the series and you change its date or frequency, the series follows it, since that expense is where the series starts: upcoming expenses move to the new schedule, and moving the start earlier fills in the months before the old start. Expenses already in the past keep what they had.
• This and following expenses changes this one and every later one. The expenses before it keep their old values, and copies created later carry the change. Use it for a rent increase.
• All expenses in series changes every expense. Moving the date moves every occurrence by the same amount.

Changing the frequency applies from today on: occurrences already in the past keep the schedule they had, because those costs were already incurred. An expense you moved to another day by hand keeps its own date and price.

Stop or deleteCopy a link to this section

• Stop Recurrence ends the series at that expense. It and every earlier or past expense stay; copies already created for later dates are removed.
• Delete asks the same question as editing. This expense only removes one occurrence and the series carries on (a deleted occurrence never comes back). This and following expenses and All expenses in series remove those expenses and end the series.
• Turning Is expense recurrent? off while editing stops the series at that expense. Turning it back on later (or giving a stopped series a new frequency) starts a new series from that expense, with copies from today on.

If the numbers look wrongCopy a link to this section

• A recurring cost missing from a month: open the series' first expense under Recurring Templates and check its date and frequency. A series only covers dates from its first expense on.
• A cost counted twice: look for two series with the same name, for example one entered by hand each month and one set to repeat. Delete the extra one with All expenses in series.
• Expenses are business-wide: they come off the business's figures, not a stylist's earnings. See Read the Period Summary.