Tracking Expenses

Hisab lets you record what your business spends - rent, supplies, salaries, bank fees and more - so you can see your net profit (revenue minus expenses), not just your income. Each expense has a category, an amount, a VAT rate and a status.

How do I record an expense?

1. Go to Dashboard → Expenses.
2. Click Add Expense.
3. Pick a Category (see the list below).
4. Type a Description (what the expense was for).
5. Optionally choose a Supplier. The list shows your customers marked as suppliers (B2B suppliers).
6. Set the Expense Date (when the expense was incurred). It defaults to today.
7. Enter the Amount (excl. tax) and choose the Tax Rate (%): 0%, 7%, 10%, 14% or 20%. Hisab shows the calculated Subtotal, Tax and Total (incl. tax) as you type.
8. Optionally set a Payment Method (Cash, Bank Transfer, Check, Card, Mobile Payment or Other), a Reference Number (your internal reference), an External Reference (the supplier's invoice or receipt number) and Notes.
9. Click Add Expense.

The expense is created with the Draft status. You can edit or delete it later from the row's actions menu (the ... button).

What expense categories are there?

Hisab has a fixed list of 16 categories:

Every expense must have exactly one category. There is no free-text category - if none fits, use Other.

How is the amount calculated?

You enter the amount before tax and choose a VAT rate. Hisab then computes:

• Tax = amount x rate
• Total (incl. tax) = amount + tax

Amounts are recorded in MAD. The five selectable VAT rates (0%, 7%, 10%, 14%, 20%) match the standard Moroccan VAT rates, with 20% as the default standard rate and 0% marked as exempt.

What are the expense statuses?

An expense moves through a status workflow. You change the status from the row's actions menu under Change Status:

The available next steps depend on the current status (for example, a Draft can move to Pending or Approved; an Approved expense can be marked Paid). When you mark an expense Paid, Hisab sets the payment date automatically if one was not already recorded.

How do expenses appear in my reports?

Expenses feed your profitability figures:

• The dashboard shows an Expenses this month card and a Net profit card.
• The Profitability report (under Reports) shows revenue, expenses, net profit and profit margin for this month, last month and all time, plus a monthly trend chart and an expense breakdown by category.

Important: these profitability figures count only expenses with the status Approved or Paid. Expenses left as Draft or Pending, and those marked Rejected or Void, are not included in net-profit calculations. So to have an expense reflected in your profit, move it to Approved or Paid.

The Expenses page itself has its own summary cards (this month's total, the date range, and your top spending category) that include every expense except those that are Rejected or Void.

For the full picture of Hisab's financial reports, see Using reports.

Good to know

• Expenses are separate from invoices. They never get a DGI QR code or signature - they are an internal record of what you spend, used for profit tracking. Only sales invoices carry DGI-ready markers.
• VAT on expenses is recorded, not filed. Hisab stores the VAT amount on each expense; recording an expense does not submit anything to the DGI.
• Approve or pay to count it. Because only Approved and Paid expenses count toward net profit, an expense sitting in Draft will not lower your reported profit.
• You can filter and search. On the Expenses page you can filter by category and by status, and the list is paginated, newest first.