# Record an Expense

Record what the clinic spends, including product purchases that add stock.

Invoices and payments are money coming in. **Expenses** is the other direction: rent, the electricity bill, the wholesaler's delivery.

One of the two expense types does more than record a number — it puts the goods into your stock — so it is worth knowing which one you are creating before you start.

## Where to Find This Section

1. Open **Expenses** from the left menu.
2. Click **New Expense**.

## The Two Types

**Select Expense Type** is the first step, and it decides what the expense does beyond the ledger.

| Type | What it is for |
|---|---|
| **General Expense** | *Record your general expenses for your clinic.* |
| **Product Purchase** | *Add the products you purchased to your inventory and update your stock.* |

> **Note**
> **Product Purchase** is how stock comes back in. Selling and administering take stock out, and this puts it back — so a delivery recorded as a **General Expense** leaves your quantities wrong even though the money is right. See [Set up products and services](/inventory/products-and-services).

## Form Fields

| Field | Notes |
|---|---|
| **Expense** | What it was. This and the vendor are what search looks at: *Search with name, vendor.* |
| **Vendor** | Who it was paid to |
| **Date** | When the expense was incurred |
| **Due Date** | Optional. *You will get notification when due date.* |
| **Total Amount** | *Total expense amount including tax.* |
| **Tax Total** | *You may need to adjust this manually if only part of the expense was taxable.* |
| **Tag** | *You can set multiple tags to group your expenses.* |

### Tags Are What Make the List Useful

A year of expenses with no tags is a list you cannot answer questions from. Agree a small set — rent, utilities, stock, salaries, equipment — and apply them as you go. An expense can carry several.

## Paying It

You say how much was paid as you record it, and the expense takes a state from that:

| Choice | Result |
|---|---|
| **Pay All** | Settled in full |
| **Pay Partial** | Part paid. You enter the **Paid Amount**, and the rest is tracked: *Remaining amount: {{amount}}* |
| **No Pay** | Recorded but not yet paid |

An expense you record now and pay later is the normal case — that is what **Due Date** is for. Veterian marks it when the date passes: *Payment is overdue.*

Marking it settled later asks for confirmation: *Are you sure you want to mark this expense as paid?*

## Finding Expenses Later

The list groups by payment state — **All**, **Unpaid**, **Partial Payment**, **Paid** and **Overdue**.

**Overdue** is the one to check weekly. It is the clinic's own unpaid list, the mirror of the one you send clients.

## Related

- [Set up products and services](/inventory/products-and-services) — the catalogue a product purchase restocks
- [Create an invoice](/billing/create-an-invoice) — money in, and where stock goes out
- [Record a payment](/billing/record-a-payment) — what a client pays you