How to Record Expenses in Qoyod Using Manual Entries, Purchase Invoices, or Simple Invoices

To record expenses in Qoyod software, you must first add the expense account in the Chart of Accounts under the Expenses category, then you can record the expense using one of the following three methods according to the nature of the transaction

Important Preliminary Step Before You Begin

Before recording any expense, ensure the expense account exists in the Chart of Accounts

• Go to Accounting ← Chart of Accounts

• Ensure the required account exists under the Expenses category (such as: Rent, Maintenance, Stationery, Services… etc)

• If it doesn’t exist, add it as a new sub-account under Expenses

Method One: Recording Expense Using Manual Journal Entry

This method is suitable when you want to record an expense without linking it to an invoice or supplier, such as recording a payment without an invoice or documenting an internal expense

Steps:

1. Go to the Accounting menu

2. Click the (+) button next to the “Manual Journal Entries” option

3. Enter the journal entry details:

   • Debit Account ← Expense Account (such as: Rent Expense)

   • Credit Account ← Payment Account (such as: Cash or Bank)

   • Amount

4. Click “Save”

Method Two: Recording Expense Through Purchase Invoice

This method is suitable when the expense is linked to a specific product and you want to document it with an official invoice, such as paying product shipping costs where the product is added along with shipping charges

Steps:

1. Add the expense under Products and Costs as a cost item

2. Go to Purchases ← New Purchase Invoice

3. Select the supplier and enter the expense in the invoice items “the expense must be added to the Products and Expenses list as an expense”

4. Click “Save”

Method Three: Recording Expense Through Simple Invoices

⭐ This method is the best and easiest way to record expenses, because it does not require creating a product or linking the expense to a product, and it allows you to record the expense directly and quickly such as: rent expenses, electricity expenses

Steps:

1. Go to Purchases ← From the dropdown menu select Simple Invoices

2. Click Create New Simple Invoice

3. Fill in the invoice details:

   • Write the description that explains the nature of the expense

   • Select the expense account linked to the invoice from the Chart of Accounts

4. Click “Save”

Important Notes

• Always ensure you add the expense account in the Chart of Accounts before recording any transaction

• Expenses do not need to be linked to a supplier; you can record them with a manual journal entry.

• Use the most suitable method for the nature of your accounting activity to facilitate review and tracking later

Explanatory Video

For more clarification on adding expenses through purchase invoices:

Watch Video

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