An expense is money the business paid out. Record the bill date and amount, choose a category, and attach the bill when you have it. The list total and category chart sit beside what you invoiced and collected.
Step 1
Record money going out
Expenses are the bills you pay: rent, travel, software, professional fees, and the rest. They are separate from a customer invoice, which is money a customer owes you. Logging an expense does not change an invoice total, a payment, or GST on a sales invoice. It gives you a dated list of spending you can filter and export. Expenses are included on every plan, with no monthly cap.
Step 2
Add the date, amount, and category
In the sidebar, under Finance, open Expenses and click Add expense. Date and amount in INR are required. Use the date printed on the bill. Category is required. Pick the closest starter category, such as Rent, Travel, Office supplies, or Professional fees. Choose Other and type a name, up to 80 characters, when none of those fit. That custom name stays available in the category filter.
Step 3
Add who was paid and the bill
Payee is optional and names the vendor. Paid via can be Cash, Cheque, Bank transfer, UPI, Credit card, Debit card, Net banking, or Other. Bill / invoice number is the vendor’s reference, not an Invoism sales invoice. Attach one JPG, PNG, WebP, or PDF up to 10 MB when you want the bill on file. Notes are for anything the other fields do not cover. Save. This month’s count and total appear beside the form.
Step 4
Review the period
The Expenses list opens on the current month and shows the total for the dates you select. Narrow it with From and To, a category, and a payee search. Open a row to edit it, or delete it if it was entered by mistake. A paperclip or View opens the attached bill. The same category split appears on the organization home and on Analytics, so spend sits next to invoiced and collected amounts.
Step 5
Import a sheet or export the list
Import accepts a CSV or Excel file with Date, Amount, Category, Payee / Vendor, Payment method, Bill / Ref number, and Notes. Date and amount are required. Dates can be DD/MM/YYYY or YYYY-MM-DD. Import does not upload bill files. Export CSV downloads the rows that match the dates, category, and payee search currently on the list.
Common questions
Is an expense the same as a purchase invoice in GST?
No. An expense in Invoism is a spend record: date, amount, category, and an optional bill file. It does not calculate input tax or file a GST return. Keep the vendor bill attached if your accountant needs it later.
Which fields are required?
Date, amount, and category. Payee, payment method, bill number, notes, and the bill file are optional.
What if my category is not in the list?
Choose Other and type the category. Later expenses can reuse that name from the category filter.
Does deleting an expense remove the customer invoice?
No. Deleting an expense removes that spend row and its attached file. Customer invoices and payments are unchanged.
Expected outcomes
- A dated expense is saved with an amount and category
- The period total and category breakdown include that spend
- The bill file can be opened again from the expense
Related tutorials
How to Generate an Invoice
Create a GST-ready invoice from customer and product line items with correct totals.
Record Partial Payments Correctly
Apply a payment smaller than invoice balance and track remaining due accurately.
Add and Use Bank Accounts
Create bank accounts and select which account should appear on invoices.
How to Read the Analytics Dashboard
Analytics shows what you billed, what you collected, which invoices are overdue, and which customers and products make up the money.