Expenses

Use Expenses to record clinic costs and track how much has been paid. Each saved expense receives a clinic-unique Expense number. Only its paid amount reduces the selected wallet balance; an unpaid expense does not. Do not also record the same payment as a wallet withdrawal, or the wallet balance will be reduced twice. Use Transactions for separate money movements between clinic wallets.

Before you start

Clinic admins and doctors have View, Create, Update, Delete, and Report access to expenses by default. Admins can see all expenses in their clinic. Doctors see expenses they created or that are assigned to them under Spent by. Assistants need the matching Accounting permissions from a clinic admin.

Each action requires its matching permission: View opens the list, Create adds an expense or reference, Update edits an expense or renames a reference, Delete removes an expense or unused reference, and Report enables list printing. Choose an active wallet and an expense category before adding a record. The wallet sets the expense currency. See Wallets if your clinic needs an active wallet. A supplier, Spent by member, date, supplier reference, and notes are optional.

Add expense categories and suppliers

Use categories to group costs and suppliers or labs to identify who provided the goods or service. The clinic can reuse these lists across expenses.

1. Open Accounting → Expenses and select References.
2. Choose Categories or Suppliers and Labs.

The References button is available to users with access to this page. You need Create to add a reference, Update to rename one, and Delete to remove one.

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Add a category

1. Open Categories.
2. Search for the category first to avoid a duplicate.
3. If it is not listed, enter its name and select the offered add action.
4. Confirm the new category appears in the list.

Use a name that can group many expenses, such as Utilities or Dental Materials. A category name is required and can be up to 255 characters.

Add a supplier or lab

1. Open Suppliers and Labs.
2. Search for the supplier or laboratory name.
3. If it is not listed, select the add action and confirm that it appears.

You can also add a supplier from the supplier picker in the expense form when you have Create access. Choose an existing match if one is already listed.

Rename or remove a reference

With Update access, select a category or supplier name, enter the corrected name, and save. With Delete access, use its delete action and review the confirmation. A category or supplier that is used by an expense cannot be deleted; keep it or first update the expenses that use it.

Add an expense

1. Open Accounting → Expenses and select Add expense.
2. Choose a Status and enter the full expense Amount.
3. Select an active Wallet and the required Category. The wallet determines the currency.
4. If useful, choose a Supplier or the clinic member under Spent by.
5. Add the supplier’s invoice number in Reference, then set the Date and Notes if needed.
6. Select Create expense and confirm the new row appears.

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The Expense number is assigned automatically and cannot be changed. The form’s optional Reference is a separate number from the supplier’s bill; it can be up to 50 characters and must be unique within your clinic.

Understand expense status and wallet balances

Amount is the full cost. Paid amount is the part already paid from the selected wallet.

Choosing Paid fills the paid amount with the full expense amount. For Partially paid, enter the amount actually paid. Unpaid and Voided use a paid amount of zero. Changing an expense’s status or paid amount updates the wallet balance automatically. Changing a paid expense to Voided returns the recorded payment to the wallet while keeping the expense number and row.

Find and review expenses

Search can match an expense number, supplier reference, status, category, wallet, supplier, Spent by member, notes, or a patient linked through labwork. Use the status shortcuts or open Filters to narrow by statuses, categories, suppliers, Spent by, wallets, date range, currency, and amount. Select a currency before entering minimum or maximum amounts. To find expenses without an assigned member, choose Unassigned under Spent by.

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The list has Expense, Date, Status, Category, Notes, Supplier, Spent by, and Amount columns. Date shows the selected payment date, or the record date if none was entered. Sort by Expense, Date, Status, Category, Supplier, Spent by, or Amount; Notes cannot be sorted. Scroll horizontally when needed to reach Spent by, Amount, or the row actions.

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Clinic admins can review every clinic expense. Doctors see the records they created or that are assigned to them under Spent by. If you cannot find an expense, check the selected clinic, search terms, and filters.

Edit or remove an expense

With Update access, open an expense’s edit action, change the required details, and select Save changes. Check the status, amount, wallet, and date afterward. If the wallet is inactive, reactivate it before changing money fields.

Some expenses are linked to labwork in a patient’s dental record. Changing a linked expense’s amount or supplier also updates the linked labwork details, and Spent by cannot be changed here. Use Labworks when you need to change the patient’s clinical labwork record.

Use Voided to keep an incorrect expense in the list while clearing its paid amount and wallet effect. With Delete access, use the row’s delete action to remove an expense instead. Deleting returns any paid amount to the wallet; it does not record a repayment from the supplier.

Print an expense report

Select Print in the list header to print expenses matching the current filters and sort order. The report includes separate currency totals for expense amount, paid amount, and remaining amount, plus a count of voided expenses. Printing requires Report access and is limited to 500 matching rows; narrow the filters if more records match.

If an action is unavailable

Check that you have access to the selected clinic and the permission for the action. If saving fails, confirm that the wallet is active, an expense category is selected, the amount is greater than zero, and the status matches the paid amount. A partially paid amount must be greater than zero and less than the full amount; a paid expense must be paid in full. Check that the date is valid and that the supplier reference is no longer than 50 characters and is not already used in your clinic. If a category or supplier is missing, add it under Add expense categories and suppliers above.