---
title: Expenses
slug: expenses
docTags: 
createdAt: 2026-03-06T19:27:17.084Z
---

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**.

:::hint{type="info"}
**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](docId\:Ob8wkt_7rLMRxTi2T7kEQ), which is the source of truth. See [Ledger → Gateway Fees](docId\:Ob8wkt_7rLMRxTi2T7kEQ) for details.
:::

### Creating a Category

1. Go to **Expenses → Manage Categories**
2. Click **Add Category**
3. Enter a name and optional colour code
4. Save

:::hint{type="info"}
**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

1. Go to **Expenses → Recurring → Add Recurring Expense**
2. Fill in the description, amount, and category
3. Set the recurrence interval: weekly, monthly, or annually
4. Set a start date (and optionally an end date)
5. 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

1. Go to **Expenses → Manage Categories**
2. Edit the category and toggle **Use payment voucher** on
3. 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:

1. Open the expense row's **⋯** menu
2. 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.

:::hint{type="info"}
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.

:::hint{type="warning"}
**Important:** Deleted expenses are removed permanently — consider archiving or adding a note instead if you need an audit trail.
:::