FlourivateHelp Center

Record a business expense

Beta

Last reviewed October 21, 2026

Log what you spend on your practice so your profit and loss report shows the full picture.

Recording expenses as they happen, such as software, training, supervision or room rent, means your monthly profit and loss report is ready when you need it.

Accounting is in Beta. Keep your receipts somewhere safe as well.

Before you start

  • Time: 2 minutes per expense.
  • Have ready: the date, amount, what it was for, and where you paid from (which bank account or card).
  • Accounts set up: the form asks for an expense account and a bank account. Check Accounting > Chart of Accounts has the ones you need. If it's empty, send us a request and we'll help you set up a simple list.

Steps

  1. Go to Accounting > Expenses.
  2. Click + Record Expense.

  3. Fill in the form:

    Field What to enter
    Date When you paid. Defaults to today.
    Amount ($) The total you paid. Required.
    Description What it was for, for example "Supervision, October".
    Expense Account The kind of expense, from your chart of accounts. Required.
    Paid From (Bank) The account the money came out of. Required.
    Vendor Who you paid. Optional.
    Category A label for sorting, such as Office Supplies or Equipment. Optional.

  4. Click Record Expense.

The expense shows in the list with its date, description, vendor, category, status and amount. New expenses start as Pending.

Bills you'll pay later

If a vendor sends you a bill to pay later, record it on the Bills tab with + New Bill instead. Bills track what you owe until you pay.

Find an expense

On Expenses, use Search expenses..., or filter by All Statuses (Pending, Approved, Rejected) and All Categories.

Check it worked

If something's off

  • Record Expense won't go: fill in Amount ($), Expense Account and Paid From (Bank).
  • The account lists are empty: your chart of accounts needs accounts first. Send us a request.
  • The expense isn't in your report: check the report's dates include the expense date, and whether pending expenses are counted. If it still doesn't appear, tell us.

Related