Expense tracking
Expense tracking that sits next to your sales.
Sales tell you what came in. Expenses tell you what went out. StockỌja keeps both in the same place, by branch and by category, so you can see what the business really costs to run and what is left at the end of the month.
At a glance
Ready-made categories
Rent, salaries, utilities, transport, supplies, marketing, repairs, plus any you add.
Per branch
Record each cost against the store it belongs to, or see all stores together.
By category and period
Filter by category and date range to see where the month went.
Void, never delete
Mistakes are voided with a reason, so the record stays complete.
Next to profit
Compare running costs with gross profit from your sales.
Export for your accountant
Download expenses as CSV on paid plans.
Record it offline
No network? The expense is saved on the device and syncs automatically later.
Why small expenses matter
Rent and salaries are hard to forget. The costs that quietly decide whether a month was profitable are the small, frequent ones: fuel for the generator, transport to the market, data for the POS phone, a quick repair. Paid in cash and rarely written down, they add up without anyone noticing.
Recording an expense in StockỌja takes a few seconds: amount, category, branch and a short description. Do it when you spend, and the month-end picture is already there. It works without a connection too: the expense is saved on the device and syncs when you are back online.
How expense tracking works in StockỌja
- 1
Record the expense
Enter the amount, date, category, branch and what it was for.
- 2
Review by category or branch
See totals for the period, the biggest categories and which branch spends most.
- 3
Compare with sales
Put running costs next to the gross profit from your sales.
- 4
Export
Send a CSV to your accountant or keep it for your records.
Expenses, stock purchases and profit
There are two kinds of money going out. Buying stock to resell is not a running cost: it becomes inventory, and its cost is counted when the item sells. StockỌja handles that through purchase orders and cost prices. Running costs such as rent, salaries and transport are expenses.
Keeping them separate gives you two clear numbers: gross profit, what you earn on what you sell, and running costs, what it takes to keep the doors open. The difference is what the business actually made.
A habit, not a project
The best expense system is one you use daily. Our guide on how to track business expenses covers practical routines, from keeping receipts to separating personal and business spending.
Questions
Which expense categories are included?
Every business starts with Rent, Salaries, Utilities, Transport, Supplies, Marketing, Repairs and Other. Add your own, for example generator fuel or data, whenever you need them.
Can I delete an expense entered by mistake?
Expenses are voided rather than deleted. The entry stays on record, marked void with a reason, so your history cannot be quietly changed.
Is stock I buy from suppliers an expense?
Stock bought for resale is recorded through purchase orders, which add it to inventory at cost. Expenses are for running costs. Keeping them apart is what makes gross profit and running costs both accurate.
Can staff record expenses?
Yes, if their role allows it. Store-level staff record expenses for their own branch.
Keep exploring
- ProductSales tracking Every sale from the counter and the online store, by day, branch, payment method and product, with gross profit.
- ProductRetail & branch management Several stores, staff roles and permissions, suppliers and purchase orders, transfers and an activity log.
- GuideHow to track business expenses Simple routines for recording running costs, separating business and personal money, and seeing real profit.
- SolutionSmall businesses Start free with one shop and a phone. Stock, sales, expenses and an online store, without a complicated setup.
- ProductInventory management Stock levels per branch, low-stock alerts, variants, transfers and a full history behind every number.
- ProductPricing Start free with one store. Paid plans add branches, staff, products and reports.
Stop guessing where the month went.
Record expenses as you spend and see them next to your sales and profit.