💳Expenses — Overview and Management
The Expenses section of your finance panel lets you record and manage every cost or purchase associated with your business.
📋 General Overview
When you enter the Expenses page, you’ll see:
A list of all your expense categories (previously created in Settings > Categories)
Even if you haven’t logged any expenses yet, the categories are visible, ready to be used
A green “Add Expense” button to create a new entry
➕ Adding a New Expense
Click on the “Add Expense” button to open the form for adding a new cost.
🧾 Required Information:
Transaction Name: e.g., "Office Rent March"
Date: the date the expense occurred
Transaction Number: invoice number or internal reference
Category: choose one of your expense-type categories
Amount: total cost (auto-filled if linked to a product)
🛒 Linking a Product (Optional)
You can associate the expense with a product or item previously added in the Products page:
Once a product is selected:
The transaction name will be filled with:
Purchase: [Product Name]The amount will be calculated using the product's buy price × quantity
You can still update:
The transaction title
The quantity (this will dynamically update the amount)
What does an "Opening Balance" mean for expenses?
In Sync Finance, an expense marked as "Opening Balance" represents a carried-over charge from the previous fiscal year.
It refers to:
Unpaid debts or invoices from last year.
Outstanding balances transferred into the new fiscal year.
⚠️ It is NOT an actual expense incurred during the current year.
Why use this option?
✅ Clearly isolate previous year's expenses. ✅ Avoid distorting the new year's accounting. ✅ Maintain precise and compliant bookkeeping according to fiscal rules.
What happens when you check this option?
If you check the box, the expense will be treated as an Opening Balance.
It will NOT be included in your annual expense total.
It will only be used to adjust your starting balance.
It will remain visible in your history, but separate from normal expenses.
🛠️ Practical Example
Add a 1,000 CHF expense with "Opening Balance" checked
It adjusts your balance but does not count as a current year's expense.
Add an expense without checking "Opening Balance"
It is counted as a regular current year expense.
📎 Attach a File
You can upload a receipt, invoice, or related document to each expense.
✅ Accepted file formats:
PDF
Image (
jpg,jpeg,png,webp)
🤖 Automatic Invoice Analysis (Smart Upload)
If you don’t fill in any fields manually and simply upload an invoice, Sync Finance will:
Automatically analyze the document to extract key information (name, date, number, amount, etc.)
If a foreign currency is detected (e.g., EUR, USD), the amount will be automatically converted to CHF using the current exchange rate at the time of import
This saves you time and improves the accuracy of your financial records.
🛠️ Managing Your Expenses
Once an expense is saved, you’ll be able to:
✏️ Edit the record
🔍 Preview or download the attached file (if any)
🗑️ Delete the expense (with confirmation)
You can also:
🔎 Use the search bar to filter expenses by keyword
📅 Filter by Year or Month to view specific periods
📸 Add a screenshot of the filters and the table with actions
💡 Note: Unlike Revenues, expenses cannot be marked as planned — all saved expenses are included in your financial summaries and dashboards immediately.
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