Expenses and How to Manage Expenses on Tidify Pro

The Expense Tracking feature on Tidify Pro helps you record, categorize, and monitor business expenses for accurate financial management and reporting. You can create and manage expense categories, log new expenses, link expenses to jobs (bookings), assign vendors, and automatically notify vendors when payments are recorded.

What You Can Do with Expense Tracking

With Expense Tracking, you can:

Create and manage expense categories
Add, edit, or delete expenses
Link expenses to specific bookings or jobs
Assign vendors to expenses
Record payment methods and status
Automatically notify vendors when payments are marked as paid
Export expense records for reporting
Vendors are people you work with like outsourcing a service to or buy equipments from them, etc.

Accessing Expense Tracking

From your dashboard, navigate to Expenses.
This section includes three main tabs:

All Expenses
Expense Reports
Categories

Managing Expense Categories

Expense categories help you organize spending for better reporting and insights.

How to Create or Manage Categories

Click Categories under Expense Tracking
Click New Category
Enter the category name
Save the category

From the Categories list, you can:

Edit existing categories
Delete categories that are no longer needed

Adding a New Expense

Step 1: Click New Expense

From the All Expenses tab, click New Expense to open the expense form.

Step 2: Fill in Expense Details

Complete the required and optional fields:

Date
Select the expense date.
Category
Choose an existing expense category.
Description
Add a brief description of the expense.
Link to Booking (Optional)
Link the expense to a specific booking or job.
This helps track job-level profitability.
Bank Account (Optional)
Select a bank account for accounting purposes.
Vendor (Optional)
Select or assign a vendor associated with the expense.
Amount
Enter the total expense amount.
Payment Method
Select how the expense was paid (e.g., bank transfer, cash).
Status
Choose the payment status (e.g., Paid or Unpaid).

Step 3: Save the Expense

Click Save Expense to record the expense.
The expense will now appear in the All Expenses list.

Vendor Payment Notifications

When an expense is:

Assigned to a vendor, and
Marked as Paid,

Tidify Pro automatically sends an email notification to the vendor confirming that payment has been received.

Note: Vendor email notifications require the vendor to have a valid email address on record. So if you wish your vendors to receive the email, feel free to add their emails when adding them or editing.

Managing Existing Expenses

From the All Expenses table, you can:

View expense details
Edit expenses
Delete expenses
Search and filter expenses
Export expenses to CSV for external reporting

Each expense record displays:

Date
Category
Vendor
Description
Amount
Payment method
Payment status

Expense Reports

The Expense Reports tab provides summarized views of your expenses, helping you:

Track spending trends
Analyze expenses by category
Improve financial planning and control

Important Notes

Expenses can be linked to bookings to track job-specific costs
Vendors receive email alerts only when payment status is set to Paid
All expense data contributes to your financial reports
Deleted expenses cannot be recovered

Need Help?

If you experience any issues with expense tracking or need help managing categories, vendors, or reports, please contact Tidify Pro Support.