# How to record and export store expenses in Final Manage > Published: 2026-11-04 > Updated: 2026-11-04 > Canonical: https://finalpos.com/help/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. ## Key takeaways - Record business expenses under Manage → Expenses with tax-included amounts, payment methods, outlets, and up to 20 MB receipt files in JPG, PNG, WebP, HEIC, or PDF format. - Use Save and new to log a stack of receipts from the same day, payment method, and Outlet without re-entering those fields. - Every company starts with 11 default categories that you can rename, toggle on or off, or add to inline from the expense form. - Export your filtered expenses as PDF, Excel (.xlsx), CSV, or a .zip archive of receipt files, and view category totals in the Financial Summary report. 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 1. Open Final Manage and go to **Manage → Expenses**. 2. Select **New expense**. 3. 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). 1. 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. 1. 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: 1. On the **Expenses** list, set your filters (for example, set the date range to **Last month**). 2. 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.