Expenses
Track your academy's outgoing costs alongside revenue. Expenses give you a complete picture of academy finances — not just what comes in, but what goes out.
💰 What Counts as an Expense
Anything the academy spends money on:
- Venue rental
- Equipment and supplies
- Utilities (electricity, water, internet)
- Marketing and advertising
- Instructor payments (if tracked separately)
- Insurance
- Software subscriptions
- Events and competitions
✏️ Adding an Expense
Go to Expenses → Add Expense and fill in:
Field | Notes |
|---|---|
Description | What the expense was for |
Amount | In RM |
Category | Select or create a category |
Date | Date the expense was incurred |
Notes | Any additional context |
Receipt / Proof | Upload a photo or PDF of the receipt |
🗂️ Expense Categories
Organise expenses by type to make reporting easier. Default categories include:
- Venue
- Equipment
- Marketing
- Utilities
- Staff
- Miscellaneous
You can create custom categories under Expenses → Manage Categories.
Gateway Fees is a special, automatically-generated category. Rows appear here whenever an online payment or a manually-entered card fee incurs a gateway processing cost — they can't be edited or deleted from this page since they mirror your Ledger, which is the source of truth. See Ledger → Gateway Fees for details.
Creating a Category
- Go to Expenses → Manage Categories
- Click Add Category
- Enter a name and optional colour code
- Save
Note: Deleting a category does not delete expenses assigned to it — they move to "Uncategorised".
🔧 Recurring Expenses
For costs that repeat on a fixed schedule (e.g. monthly venue rental), set up a recurring expense so it's generated automatically.
Setting Up a Recurring Expense
- Go to Expenses → Recurring → Add Recurring Expense
- Fill in the description, amount, and category
- Set the recurrence interval: weekly, monthly, or annually
- Set a start date (and optionally an end date)
- Save
Recurring expenses are generated automatically at the start of each period. You can edit or cancel a recurring schedule at any time without affecting already-generated expenses.
📄 Uploading Receipts
Attach a receipt to any expense for record-keeping. Supported formats: JPG, PNG, PDF.
To upload: open the expense → Upload Receipt → choose file → Save.
Receipts are stored securely and can be downloaded at any time.
📊 Filtering & Reporting
Filter expenses by:
- Date range — view a specific month or custom period
- Category — see spending by type
- Amount — find large expenses quickly
The expenses page shows:
- Total spent in the selected period
- Breakdown by category
- List of all expenses with amounts and dates
🧾 Payment Vouchers
For categories that need a numbered voucher (e.g. utilities, vendor invoices, reimbursements), REMMU can generate a Payment Voucher PDF — a printable, sequentially-numbered document showing what was paid, to whom, and when.
Enabling vouchers on a category
- Go to Expenses → Manage Categories
- Edit the category and toggle Use payment voucher on
- Save
When enabled, every new expense in that category gets the next voucher number from the tenant's voucher sequence. The number stays with the expense permanently.
Generating a voucher retroactively
If you've already created an expense and only later turned on vouchers (or the category didn't have it before), you can assign a voucher number after the fact:
- Open the expense row's ⋯ menu
- Click Generate Voucher — REMMU allocates the next number and stamps it to the expense
Downloading the voucher PDF
From the expense row's ⋯ menu, click Download Voucher. The PDF includes:
- Tenant logo, name, and registration number
- Voucher number (e.g. VCH-00042)
- Vendor / payee name
- Description, category, and amount
- Payment method
- Date paid
- Signature line for hand-signing
The PDF download uses a single-use token, so links you share expire after one use.
Voucher numbers are pulled from the same sequence as your other academy documents. Configure the prefix and padding under Settings → Document Numbering.
⚠️ Editing or Deleting an Expense
Click any expense to open it. You can edit any field or delete the record.
Important: Deleted expenses are removed permanently — consider archiving or adding a note instead if you need an audit trail.