Overview
Keeping a disciplined record of your store's daily expenditures is vital for calculating true net profit, monitoring overheads, and preparing accurate business accounts. StoreYug provides a dedicated expense tracking dashboard where you can log any expenditure in seconds, assign it to a standard category, specify the payment mode, and attach digital proof bills.
💡 Plan Feature: Expense tracking is available to stores on plans with expense management enabled. You can open your expense ledger at any time by clicking the dedicated Expenses tab directly in your seller sidebar navigation.
How to Access the Expenses Dashboard
You can access your expense register in two easy ways:
- Direct Sidebar Tab: Click on the Expenses menu item in the left-hand navigation sidebar (located directly between Inventory and Customers).
- Dashboard Quick Link: On your main store dashboard, scroll down to the Recent Expenses card and click View All →.
Step-by-Step: Logging a New Expense
- Navigate to the Expenses page from the sidebar.
- Click the primary Add Expense button located at the top right of the page (on mobile devices, tap the circular + floating action button at the bottom of your screen).
- The Add Expense modal will appear. Fill in the required and optional details:
- Expense Title (Required): Enter a brief, clear name for the expenditure (e.g. Shop Rent - March, Thermal Billing Paper Rolls, Delivery Bike Petrol, or Store Electricity Bill). Must be between 3 and 80 characters. A live character counter helps you keep track of your title length.
- Amount (Required): Enter the total expenditure in Rupees (e.g.
1250.00). The minimum amount is ₹0.01. - Expense Date (Required): Select the calendar date when the payment actually took place. By default, this field automatically presets to today's date.
- Category (Optional): Select a category from the searchable dropdown list (such as Rent & Utilities, Packaging, or Marketing & Advertising) to organize your outlays. On desktop, you can type to search; on mobile, a native picker opens.
- Payment Method (Required): Select the mode used to settle the payment: Cash, Bank Transfer, UPI, Debit / Credit Card, or Other.
- Reference / Transaction ID (Optional): Enter a vendor invoice number, bank transaction reference, UPI reference ID (UTR), or cheque number for easy audit cross-referencing.
- Description (Optional): Enter any supplementary notes, vendor names, or itemized details about the purchase for your future bookkeeping.
- Receipt Document (Optional): Attach a clear bill photo or digital PDF invoice (supporting images up to 15 MB and PDFs up to 1 MB). If you pick the wrong file, click the small clear icon (×) to reset the upload.
- Click the Save Expense button at the bottom of the modal to submit.
⚡ Instant Update: As soon as you click Save Expense, the modal closes automatically, a confirmation toast notification announces that your expense was recorded successfully, the new entry appears immediately at the top of your expense table, and all summary stat cards recalculate their totals in real time.
Helpful Best Practices
- Record on the Same Day: Log cash and counter expenses on the day they occur so that your physical cash register balances match your store records at closing time.
- Include Reference Numbers: Always paste the 12-digit UPI reference ID or vendor invoice number when available. This makes reconciling bank statements effortless during tax filings.
- Attach Bill Photos Immediately: Thermal paper receipts from petrol pumps and hardware stores fade quickly over time. Snap a photo on your mobile phone and attach it right away to preserve a permanent record.