Log expenses
Expenses live in the Receipts tab of Accounts: every electricity bill, cleaning invoice and equipment part, logged with a category and (optionally) a photo of the paper receipt. The month view totals them and breaks them down by category, and the whole thing exports to a PDF that matches your revenue and payroll statements — one consistent accounting pack.
What you'll do
Add an expense receipt, browse a month's spending by category, set up recurring bills, and export a date-range PDF.
You'll need: a staff account with access to Accounts, and ideally the paper receipt in front of you — though an amount and category are enough.
Steps
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Open Accounts and pick the Receipts tab. The month's list shows a Total expenses headline and a by-category bar chart.
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Tap Add receipt.
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Enter the Amount and pick the currency if your gym accepts more than one.
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Pick the Category — ten built-ins from Utilities to Rent to Salaries, or leave it as Uncategorised.
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Fill in Vendor / supplier (optional), the Date the cost was incurred, and a Note (optional).
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Photograph the receipt if you have it — Take a photo or Choose from gallery. You can replace it with Change photo or drop it with Remove photo later. It's optional: no paper, no problem.
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Tap Save receipt.
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To export, tap Export receipts PDF, choose the date range, and share, save or print the generated statement.
Recurring expenses
Rent, utilities, software subscriptions — the bills that come back every month shouldn't depend on someone remembering to type them. Open Recurring expenses from the Receipts tab and tap Add recurring: name the bill, set the amount and currency, pick the interval — Weekly, Monthly, Every 3 months or Yearly — and the next due date.
From then on, each time a bill falls due it lands on the Expenses ledger automatically as an unpaid bill, listed in the Bills due card at the top of the Receipts tab. When the money actually leaves, tap Mark paid and pick how it was paid — the expense joins the month's ledger and the P&L on the date it was settled, so your books show what really happened rather than what was scheduled.
The screen totals your recurring commitments per month, and each template can be paused and resumed — resuming skips the due dates that passed while it was off rather than dumping a pile of back-bills on the ledger. Deleting a template asks for confirmation and stops future bills; bills already posted stay put.
What you should see
The new receipt in the month's list, the Total expenses headline updated, and its category bar grown. The expense feeds your profit-and-loss view so the P&L reflects real spending, not just revenue.
If something goes wrong
- The month looks empty — you're on the wrong month. Expenses file under the date incurred, not the date entered; switch months.
- Wrong amount saved — open the receipt and edit it, or delete it (with confirmation) and re-add.
- Photo won't upload — save the receipt without it and add the photo later with Change photo; the record doesn't depend on the image.
- A cost spans categories — split it into two receipts so the by-category chart stays honest.
Still stuck? Email hello@prismgym.com — include your gym name, the device, and a photo of what you see.