Expenses and what's actually left

Turnover is only half the truth. Expenses is the other half: the rent, the supplies, the salaries and the ads that leave the till. Once you record them, the reports stop showing only “money in” and start showing In − expenses = left — the figure that actually stays with you.

1. Where expenses live

1. In the left rail, pick the board.
2. Click the Money row.
3. In the left-hand column, under MONEY FLOW, choose Expenses.

The title is Expenses, and under it: “What goes out of the till — rent, supplies, salaries, marketing.”

Expenses belong to the board. With two salons, each keeps its own costs and each has its own “left”.

One month at a time. Top right there’s a stepper: a back arrow, the month’s name (click it to open the Money calendar) and a forward arrow. Forward goes up to 12 months ahead — that’s how you see future repetitions of the rent. The address accepts ?month=YYYY-MM.

2. Step by step: record the rent

1. Open Money → Expenses and make sure the month on top is the one you’re writing for.
2. Press Add expense at the top right. A panel titled New expense opens on the right.
3. In Amount, type the amount — 1200, say. Under the field it reads “The currency is the venue’s — it isn’t changed here.”
4. In Date, pick the day you pay the rent. It defaults to today, or to the 1st when you’re browsing another month.
5. In Category, choose Rent.
6. In Note (optional), write what it’s for — “rent for July”, for example. That’s the text you’ll see in the list.
7. If the rent recurs, switch on Repeats every month (see step 5).
8. Press Save. You get “Expense saved.”

If you picked a date in another month, the page moves to that month by itself — so you see the new row where it landed.

3. The fields, one by one

Field	Required	What to enter	What happens if you leave it
Amount	yes	A number greater than zero, at most two decimals. The ceiling is 1,000,000	You get “Enter an amount greater than zero.” and nothing is saved
Date	yes	A calendar day. An expense is a day, not a moment — no time is stored	It can’t stay empty; it defaults to today
Category	no	One of five. Defaults to Other	Saved as Other
Note (optional)	no	Up to 500 characters of free text	The row reads “No note”
Repeats every month	no	A switch. Off by default	The expense counts in its own month only
Until month (empty = open-ended)	no	Shown only when the repeat is on. Either Open-ended or a month from the list (24 months ahead)	The repetition has no end until you stop it

Currency is not a field — it is the board’s currency and is changed only in Setup → Settings. See Your venue’s currency.

4. The five categories

Category	What goes in it
Rent	Rent for the space, electricity, water, building costs
Supplies	Colours, creams, gels, disposables, tools
Salaries	Team pay, fees, bonuses
Marketing	Ads, promotions, influencers, printed material
Other	Everything else — accountant, repairs, fees, software

The list is fixed — you can’t add your own categories. If you need a finer breakdown, use Note (it’s searchable in the Statement).

Categories are shown as pills with sums under the month’s total, and they work as a filter in the Statement.

5. “Repeats every month” — one record, every month

You enter the rent once. With Repeats every month on:

• Mountify keeps one record (a template) — for the month you entered;
• for every following month the repetition is shown automatically, without creating a new row. Such a row has a lighter background and an every month badge, with the tooltip “A repetition of a recurring expense”;
• repetitions count toward their month’s total, toward the reports and toward the Statement, exactly like a real row.

The rules worth knowing:

Rule	Detail
Monthly only	There is no weekly, fortnightly or yearly repeat
The day is kept	An expense on the 5th repeats on the 5th
Month ends never spill	An expense on the 31st becomes the 30th, 29th or 28th in shorter months — never the 1st of the next
The first month is the real row	Which is why it is the one you edit and delete; repetitions point at it
A change applies everywhere	Editing a recurring expense shows a warning at the top of the panel: “This expense repeats — the change applies to every month.”
Editing via a repetition	Open a repetition and the panel waits, then loads the template — so the start of the repetition never moves into another month

6. Stopping and deleting a repetition

A recurring expense has two different endings, and Mountify asks which one you mean:

1. On the row, open the three-dot menu and choose Delete.
2. A dialog appears — This expense repeats every month — reading “Stop it from {month} onwards, or delete it together with the past months.”
3. Choose:
   • Stop from this month — earlier months stay in history, and from this one onwards the expense stops. You get “The repetition is stopped from {month}.”
   • Delete completely — removes the template too, so the expense vanishes from past months as well.

If you’re looking at exactly the month the repetition starts in, there is no earlier month to stop at. The dialog then says “The expense starts this month — deleting it is the only option.” and only Delete completely remains.

The same ending can be reached peacefully: open the template with Edit and set Until month — the last month the expense should count in.

7. Deleting keeps the history

For a plain (non-recurring) expense, Delete shows a confirmation — Delete this expense? — reading “It stops counting in the reports. The history is kept.” Then:

• the row leaves the list and stops counting in the total, in the reports and in the Statement;
• the record isn’t physically destroyed, but there is no screen to bring it back — if you needed it, enter it again.

So: delete when the expense was a mistake. If it simply stops from now on (you changed supplier), Stop from this month is the honest choice.

8. “In − expenses = left”

The amount you enter here shows up in three more places:

Where	How it looks
The Money landing page	A line: “In {amount} − expenses {amount} = {amount} left” for the current month, plus an Expenses link
Day report and Month report	A block with Came in, Expenses, Left and a Manage expenses link
Statement	Rows of type Expense with a negative amount — see Statement — a CSV for your accountant

How it’s computed: Left = Money received − Expenses for the same period (by the board’s calendar days). The figure can be negative, and it is deliberately not coloured — that’s a fact, not an alarm.

What is not inside “Came in”: visits marked On the house (they aren’t money) and packages sold whose money hasn’t come in.

9. Limits and errors

Message	Cause	What to do
”Enter an amount greater than zero.”	Empty or zero amount	Enter a positive number
”Two decimal places at most.”	Something like 12.345	Round to cents
”The amount is too large.”	Above 1,000,000	Split it into several records
”Pick a real date.”	A date that doesn’t exist (31 February, say)	Pick from the calendar
”The note is too long.”	Over 500 characters	Shorten it
”The month can’t be earlier than the expense’s month.”	Until month is before the start	Pick the start month or a later one
”The expense wasn’t saved. Try again.”	The request didn’t go through	Press Save again
”The expenses didn’t load.”	A dropped connection	Press Try again
Nothing saves and no error shows	Missing permission to edit the board	Ask for it — see Build a custom role

10. Common questions

Can I attach a photo of an invoice? No. An expense is an amount, a date, a category and a note. The invoice number can go into Note and be searched later in the Statement.

Is VAT separate? No. You record one amount — the one that left the till. Splitting net and VAT is your accountant’s job.

Do salaries get added automatically? No. Mountify doesn’t know what you pay your team — record it as a Salaries expense (handy with the monthly repeat on).

Can an expense belong to a specific service or client? No. An expense belongs to the board and to the month, with no link to a booking.

Who can see expenses? Anyone with permission to view the board. There is no separate expenses permission and the Money row is never hidden — so everyone who can open the board sees these amounts. Adding, editing or deleting needs permission to edit the board.

Can I record an expense for a future month? Yes — pick the date and the page will move there. Planned costs count in their own month.

Why can’t I step further than a year ahead? The forward arrow stops at 12 months so you don’t get lost in empty months. An expense with a more distant date still saves normally through the Date field.

What’s next

• Day and month reports — where “in − expenses = left” is shown.
• Statement — a CSV for your accountant — how to export expenses alongside income.
• Money: where everything about money lives — the map of the whole section.
• Your venue’s currency — which currency all these figures are in.