How to record and export store expenses in Final Manage
To track store expenses in Final Manage, go to Manage → Expenses and select New expense. Enter the date, category, and tax-included amount, optionally add the payee, payment method, and Outlet, and attach a photo or PDF receipt. At month-end, filter by date and export your expenses as a PDF, Excel file, CSV, or receipt zip archive.
You can track store expenses in Final Manage under Manage, attach photos or PDFs of your receipts, organize spending by category, and export everything for your accountant at month-end.
Expenses in Manage work as a standalone ledger for your business spending. Recording an expense here does not change your Station cash drawer totals or shift closeout reports.
Record a new expense
Open Final Manage and go to Manage → Expenses.
Select New expense.
Fill in the expense details in the left column:
Payee (optional): Type who you paid, or pick from suggestions based on your Suppliers, Team members, and past payees.
Date (required): Choose the date the expense occurred. Future dates are not allowed.
Payment method (optional): Select Cash, Cheque, Credit card, Direct debit, E-Transfer, or Wire transfer, or choose + Add new to save a custom payment method for your company.
Category (required): Pick one of the default categories or type a new name and select Add "[name]" to create one on the spot.
Description (optional): Add notes about what was purchased.
Amount (required): Enter the total amount paid, including tax.
Tax and Tax amount: Pick one of your store's tax rates to calculate the tax amount automatically, or type the exact tax figure from your receipt. The tax amount must be less than the total amount.
More details: Optionally assign the expense to a specific Outlet and enter a Ref no. (such as an invoice or receipt number).
Attach your receipt in the Receipt panel on the right (or at the top of the screen on a phone):
Drag and drop a file, browse your device, or use your phone's camera.
You can attach multiple JPG, PNG, WebP, HEIC, or PDF files up to 20 MB each.
Use the zoom controls (100% to 300%) in the receipt panel to read small print while you type the numbers.
Select Save to return to the Expenses list, or select Save and new to save and immediately open a fresh form that keeps the same Date, Payment method, and Outlet.
To log a repeat bill quickly, open an existing expense and select Duplicate to prefill a new form with the same details (without copying the old receipt files).
Filter, search, and update expenses in bulk
By default, the Expenses list displays the current month's expenses with the newest date first. The footer at the bottom shows the total count, total spend, and total tax across all rows matching your active filters—not just the current page.
Search: Use the search bar to find expenses by payee, description, reference number, or payment method.
Filter: Narrow the list by Date range (Today, Last 7 days, This month, Last month, All time, or a custom range), Category, Outlet, or Receipt status (attached or none). Click any filter chip to remove it, or select Reset to return to This month.
Sort: Click the Date or Total column header to toggle ascending or descending order.
Bulk actions: Select the checkboxes next to multiple expenses to open the bulk action bar. From here, you can choose Set category to recategorize several rows at once, Export the selected rows, or Delete them.
Edit and view history: Click any row to open its edit page. Every change to an expense is logged in the History section at the bottom of the page with the team member's name, timestamp, old value, and new value.
If you delete an expense by mistake, select Undo in the confirmation banner to restore it. Deleting an expense removes it from your list and totals, while keeping any uploaded receipt files safely stored.
Manage expense categories
Every company starts with 11 default categories, including Advertising & marketing, Freelancers & staff, Insurance, Legal & professional services, Meals & entertainment, Rent & lease, Repairs & maintenance, Supplies, Utilities, and Vehicle & fuel.
To manage your categories, select Categories from the Expenses page:
Add a category: Create a new category up to 40 characters long. Category names must be unique within your company.
Rename a category: Editing a category name updates it across every past expense and future export.
Turn a category on or off: Turning a category off hides it from the picker on the New expense form so staff stop using it, while keeping it intact on historical expenses and in your list filters.
Export store expenses and receipts for your accountant
At the end of the month, you can hand a complete package to your bookkeeper or accountant in a couple of clicks:
On the Expenses list, set your filters (for example, set the date range to Last month).
Open the Export menu in the top right and choose your format:
PDF: A landscape report showing your company name, date range, active filters, each expense row, and a total summary.
Excel (.xlsx) or CSV: A spreadsheet with your expense details, tax amounts, totals, and who added each entry.
Receipts (.zip): A single zip archive containing the original receipt files for all expenses in your filtered view.
Your expense totals by category also appear in Reports → Financial Summary, both on screen and when you download the Financial Summary report.