Expenses are your bills to pay and Income is what you have to receive. Each entry starts with an amount and a due date and stays pending until you settle it. When you settle it, money leaves or enters an account, and that is what moves the balance, the statement and the cash flow. Recording entries with a due date, even before paying, is what lets the system show what is coming.
Let's follow Marina again. This month she has R$ 2,400 rent due on the 5th of every month. She bought a R$ 3,600 fridge in 6 installments, and she is getting R$ 1,800 for a freelance job.
Record an expense
In Transactions › Expenses, click New Expense. The form has five blocks:
Basic information
- Supplier/Client — optional in the personal space. If the person or company does not exist yet, type the name and create it right there.
- Title (required, at least 3 characters) — e.g. "Apartment rent".
- Document number — optional, such as the bill or invoice number.
- Category (required), Subcategory and Sub-subcategory — each field opens once the previous one is chosen.
Values and dates
- Amount (required).
- Issue Date (required) — when the bill came up. It cannot be in the future.
- Due Date (required) — it drives reminders and the calendar.
- Competence Date — the month the cost belongs to, if different from the due date. September's rent due on October 5 belongs to September.
Payment
- Payment Method (required) — PIX, boleto, debit card, direct debit, cash and others.
- Account (required) — where the money will come from. Its current balance shows right below.
- Status and Payment Date — if the bill is already paid, mark Paid and enter the date. The expense is then created already settled.
If the chosen account is a credit card, the status and date fields go away. A notice tells you which statement the purchase will go into: a card purchase is paid through the statement, not one by one.
Notes and attachments
A free text field and the Attachments, where you keep the boleto, the invoice or the contract.
Installments, recurring or single
In the Recurrence block, the Occurrence field sets how many bills come out of this entry:
- Single Installment — just one bill.
- Multiple Installments — enter the total amount and the Number of Installments (2 to 60). The system splits it and creates one bill per month. Marina's fridge becomes 6 bills of R$ 600. With Customize installments, you adjust each one's amount and due date, as long as the sum matches the total.
- Monthly, Weekly, Quarterly, Semiannual or Annual — the amount you enter repeats every period. Enter the Number of Repetitions or the Recurrence End Date: filling one calculates the other.
Marina's rent becomes a Monthly expense of R$ 2,400 with 12 repetitions. All the year's bills already show in the list and the calendar.
In a series with an end, the Starting installment handles financing you start tracking halfway. In a 24-installment contract with 10 already paid, add 14 installments with starting installment 11.
Add line items inside a bill
A grocery run mixes food, cleaning and pharmacy items. Turn on Add line items to break the purchase into up to 30 items, each with a name, quantity, unit price and its own category. The items must add up to the total, and the editor shows how much is missing or over.
In reports, each part counts toward its own category. Items work for single or installment expenses; monthly, weekly and the other recurrences do not accept items.
Income: the same form, on the other side
In Transactions › Income, New Income has the same blocks. The payment block is called receipt, the paid status is Received and the date is the Receipt Date. Marina's freelance job goes in as R$ 1,800 income due on the day agreed with the client.
Settle an entry
In the list, open the row's menu and use Pay now, or receive, for income. In the Confirm Payment window, enter the amount, the Payment Account, the Payment Date and the payment method. You can also attach the receipt.
- Partial payment — paid only part of it? Enter the amount paid. The bill becomes Partial with the rest open, and the next payment picks up where it left off. The amount can never exceed what is left.
- Bank fee — only when receiving. If the bank charged R$ 3.50 for the boleto, enter the fee. The income is settled at the full amount, the fee becomes a separate expense, and the window shows the Net to account.
- View payment details shows what was settled, when and in which account.
- Reverse payment returns the money to the account and reopens the bill. Use it when you settled in the wrong account or with the wrong amount.
The list, bulk payment and several bills at once
The list shows the amount, the pending amount, the due date and the status. A bill past its due date and unpaid shows as overdue. A card purchase shows the statement it went into and, once paid, Paid via statement. The search and filters let you filter by period, using due date, payment date or issue date, by status, by category and by amount range.
- Select several rows to settle them at once, each with its own amount, or to cancel or delete the selected ones. Bills already paid are not canceled.
- Multiple bills opens a screen to add up to 30 bills and save them all together. If one is incomplete, none is saved until you fix it.
- Duplicate expense opens a form already filled in with a copy, for you to review and save.
Edit and delete a series
When you edit or delete a bill that is part of a recurrence, the system asks how far the change goes: only this bill, the next open bills from a date, or all open bills in the series. Paid bills do not change. If Marina's rent goes up to R$ 2,550 in January, she edits January's bill and applies it from there on.
Calendar
Transactions › Calendar shows expenses and income on their due date, or on the payment date once settled. You can view by Month, Week, Day or List, filter by type, status and category, and open the entry straight from the event.
Where this shows up in the rest of the system
- Bank Accounts — every settlement becomes a line in the chosen account's statement.
- Budget — expenses use up the category's monthly cap.
- Reports — Cash Flow, Category Analysis, Monthly Comparison and Payables/Receivables are built from here.
- Notifications — due-date reminders are triggered from the due date.
Where to go next
- Accounts and transfers (personal) — check the statement and pay the card statement.
- Data import — bring in entries from a spreadsheet or the bank statement.
- Budget — limit how much can go out per category.
- Notifications — get a heads-up before the due date.
In short: record each bill with amount, due date, category and account; use installments to split a total and recurrence to repeat an amount; settle it when you pay or receive, partially if needed, and reverse it if you make a mistake. Settling is what moves the balance.