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Expenses and exchange rates

Expenses is where you record what running your business costs: rent, subscriptions, packaging, ads and more. These expenses feed the P&L and the overhead in Product profitability. The same page holds the exchange rates that convert every currency into your main one.

Everyone can open the page, but the amounts show as ••• without Sees expenses & payroll. Only owners and managers can add expenses. Editing also needs Sees expenses & payroll.

Add an expense​

  1. Open Expenses and click Add expense.
  2. Fill in Name, Category, Amount and Currency. The categories are Advertising, Subscription, Fulfillment, Packaging, HR and Other.
  3. Choose the Payment type:
    • One-time: counted once.
    • Per order: counted on each order. Under Counted when order is, choose Confirmed or Delivered.
    • Recurring: choose the Recurrence: Daily, Weekly, Monthly, Yearly or Custom. For Custom, enter the Custom interval (days).
  4. Set the Start date, and an End date (optional) if the expense stops. Add Notes if you want.
  5. Click Save.

If the currency differs from your main currency, the form shows the rate it will use. If there is none, it asks you to add one first in the exchange rates section below. For Advertising, a reminder says that advertising expenses and manual campaign spend are both added to the P&L, so enter a given spend in only one place.

Find and change expenses​

Filter the list by Category, Payment type and Status (All, Active or Inactive). Each row shows the Name, Category, Amount, Currency, Payment type, Start date and Status.

  • Click Edit to change an expense. To stop counting it, clear Active and save. The expense stays in the list.
  • Click Entries to open the Entry ledger. It lists each charge with its Date, Amount, FX rate, the value in your main currency and, for per-order expenses, the number of Orders. Click Export CSV there to download it.

Synced ad spend​

If you have Sees costs, Synced ad spend lists the campaign spend your connected ad accounts bring in for a period you choose. See Integrations. A ⚠ next to a Spend figure means some of it is missing an exchange rate. This spend is already part of the Advertising total in the P&L. Do not log it again as an expense.

Currencies and exchange rates​

Owners and managers see Currencies & exchange rates.

  • Main currency: every report converts into it. If you change it, you confirm first, and you may then be asked for the rates it needs.
  • Add rate: choose the Currency, enter the Rate to your main currency and the date it is Effective from, then click Add rate. The rate applies from that date.
  • Edit rate: you can only change the rate itself. To change the currency or the date, click Delete rate and add a new one.
  • Delete rate: you are asked to confirm. Every figure that rate converted shows as unknown until another rate covers it.

A missing rate also appears as a banner on the pages that need it. Click View data health to see everything that still lacks one. See Data Health.