In a company, Expenses are the bills to pay and Revenue is what is to be received. It is the business's day-to-day record: rent, software, the service sold. It feeds the income statement, the cash flow, the company dashboard and "who owes me". The form is the same as in the personal space, with two differences that change the reports: the required link to a supplier or client, and care with the competence date.
At Estúdio Aurora, Marina has the studio rent of R$ 3,200 a month with Imobiliária Centro and the R$ 450 Adobe subscription on the card. On the revenue side, she sold a R$ 9,000 brand identity project to Café Serra Azul, who will pay in 3 installments.
What is different in a company
- Supplier/Client is required. Every expense needs a supplier and every revenue entry a client. If it does not exist, type the name in the field and create it.
- The competence date decides the month in the income statement. The company's income statement places each entry in the month of its Competence Date and counts what has already been paid or received. Without a competence date, the due date's month is used. September's rent due on October 5 should have September competence so it weighs on September's statement.
- The category decides the income statement line. The first-level category counts: defaults already sit on the right line, and the ones you create count as administrative expense or operating revenue.
Record
In Transactions › Expenses, click New Expense. For revenue, Transactions › Revenue and the new income button. The blocks are:
- Basic information — Supplier/Client, Title, Document number (such as the supplier's invoice number) and Category, Subcategory and Sub-subcategory.
- Values and dates — Amount, Issue Date (cannot be in the future), Due Date and Competence Date.
- Payment, or receipt for revenue — Payment Method, the company Account, Status and settlement date. With a company card as the account, the purchase goes into the statement and has no payment of its own.
- Recurrence — Multiple Installments splits a total into up to 60 installments, with an option to Customize installments. Monthly, weekly, quarterly, semiannual and annual recurrences repeat the amount, with a number of repetitions or an end date.
- Notes and attachments — keep the boleto, the supplier's invoice or the contract.
The rent becomes a Monthly expense of R$ 3,200 with 12 repetitions, supplier Imobiliária Centro and an occupancy category. The Café Serra Azul project becomes a R$ 9,000 revenue entry in 3 installments, client Café Serra Azul, with the competence in the month each stage is delivered.
Line items inside a bill
A supplier invoice can mix different things, such as office supplies and equipment. Turn on Add line items to break it into up to 30 items, each with quantity, unit price and its own category. The sum must match the total. In the income statement and reports, each item counts in its own category.
Settle
Use Pay now on the expense, or receive on revenue. Enter amount, account, date and payment method, and attach the receipt.
- A partial payment or receipt leaves the entry as Partial, with the rest open.
- When receiving, the Bank fee becomes a separate expense. The revenue is settled at the full amount, and the fee shows up as a financial cost instead of disappearing into the net amount.
- Reverse payment returns the money to the account and reopens the entry.
For the weekly close, select several bills in the list and settle them in bulk, each with its own amount. Multiple bills records up to 30 bills at once, and Duplicate expense copies an entry for you to adjust.
When editing or deleting a bill in a series, choose whether the change applies only to it, to the next open ones from a date, or to all open ones.
Revenue that comes from a receipt
When you record payment on a receipt issued in Invoices, the system creates the matching revenue entry, already received. Do not record the same revenue by hand again, or it will count twice in your billing.
Who on the team can do what
- Member, Admin and Owner record, edit, settle and delete.
- Viewer sees the list, details and attachments, but cannot change anything.
On the Enterprise plan, every creation, change, settlement and deletion is recorded in Logs, with who did it and when. Exporting the list is part of the Pro and Enterprise plans.
Where this shows up in the rest of the system
- Reports › Income Statement — revenue and expenses by competence and by category.
- Reports › Cash Flow — settlements by the date money came in or went out.
- Dashboard — payables and receivables, period result and receivables by client.
- Calendar — due dates for expenses, revenue and loan installments.
- Notifications — due-date reminders to the company's email and WhatsApp.
Where to go next
- Clients and suppliers — keep the records every company entry requires.
- Invoices and billing — issue the receipt and record the payment.
- Management income statement — see the result these entries add up to.
- Cash flow — project cash from what is payable and receivable.
In short: in a company, every entry carries a supplier or client, a category and a competence date. Competence puts the amount in the right month of the income statement, and settlement puts the money in the right account of the cash flow.