xBoox

Record Expenses and Income with bank accounts

Record a manual transaction and identify the bank or credit-card account that paid or received the money.

Record an Expense

  1. Open Expenses and select Add Expense.
  2. Enter Date and Category.
  3. Select the bank or credit-card account in Pay From.
  4. Enter Spent CAD and applicable Tax. Use a negative amount when this

manual record is a refund or reduction in the same Expense Category. A new entry starts at Select Tax unless the selected Category provides a default. Tax amounts use CAD formatting.

  1. Optionally add a Contact, Tags, Note, or attachment. The Tags selector uses

the same recently-used ordering and Add new tag action as Bank Transactions.

  1. Select Save Expense.

While xBoox saves, the form and its Close action are temporarily unavailable and the button shows Saving…. The form closes and the success message appears only after the server confirms the save. xBoox then refreshes the transaction list without making you wait for unrelated Workspace data. If saving fails, xBoox restores the form with your entries so you can review and try again.

Before entering any information, you may select Close, press Escape, or select the shaded area beside the form to close it. After you change a field or add an attachment, xBoox asks whether to Keep editing or Discard changes before closing the unsaved Expense or Income.

Record Income

  1. Open Income and select Add Income.
  2. Enter Date and Category.
  3. Select the receiving bank account in Deposit To.
  4. Enter Received CAD and applicable Tax. Use a negative amount for an

Income reduction or chargeback. A new entry starts at Select Tax unless the selected Category provides a default. Tax amounts use CAD formatting.

  1. Optionally add a Contact, Tags, Note, or attachment. The Tags selector uses

the same recently-used ordering and Add new tag action as Bank Transactions.

  1. Select Save Income.

What happens next

After xBoox confirms the save, the transaction appears in Expenses or Income. Expenses remain sorted by their transaction Date. When you save a backdated Expense, xBoox moves the list to the page containing that transaction and briefly highlights it. If the current filters exclude the saved Date, Category, or other value, xBoox confirms that the transaction was saved but is hidden by the current filters. Clear or adjust the filters before entering it again. If the list cannot refresh after a confirmed save, xBoox keeps the newly saved transaction in the current list and confirms that it remains available. Do not submit the same transaction again just because the background refresh did not complete. Refresh the page when convenient to reload the complete list. Depending on the selected account and workflow state, it may remain available for matching to a later imported bank row.

Expense and Income history can include prior-year backfills, and Expense opens with All Dates selected. Expense displays 50 rows by default and shares the Bank Transactions choices of 50, 100, 150, 300, or 500 rows per page. Income continues to offer 50, 100, or 200 rows per page. Each footer shows the current range and complete filtered total. Expense and Income retrieve additional history in bounded pages when the saved history exceeds 200 records, so their filters, sort, pagination, and summaries use the complete history. A backdated Income uses the same saved-row reveal and hidden-by-filter confirmation as a backdated Expense. Changing the Expense Date control does not add a separate removable date label above the table.

For a Custom Range on either list, xBoox waits until you leave the From and To controls or press Enter before applying valid completed dates. Typing part of a date does not refresh or clear the current list filter. Changing another filter while a date is still incomplete also keeps the last applied date range.

When available in a Date selector, This Year means the complete January 1 through December 31 calendar year. Expense and Income summary cards that stop at today are labelled YTD, or FYTD for an incorporated Workspace using a valid fiscal year, so their shorter range is explicit.

In Bank Account-Based Tracking, Waiting Match means a saved manual Expense still awaits an imported bank row, or a bank-originated Expense has not yet completed its bank link. A matched or reconciled Expense shows Posted. Its status badge uses the same check icon, colour, type, and width as the Posted badge in Bank Transactions.

Choosing an Expense filter does not add a separate removable status label above the list; the selected value remains visible in the filter control itself.

With GST/HST tracking enabled, a new manual entry starts with Select tax. Choosing a Category applies that Category's configured default Tax treatment once. The default is only a starting point: check the receipt or source document and change Tax when the actual transaction requires a different treatment. xBoox does not replace a Tax treatment you selected just because the Category field loses focus or the transaction is saved. Reopening the saved transaction shows the Tax treatment and separate tax components that xBoox recorded. GST/PST shows GST and PST amounts side by side; HST stays a single HST amount. Adjust an applicable amount to match the source document. Manually Adjusted appears beside each component you change, including PST when GST is unchanged. Spent and Received are tax-inclusive totals.

The Expense summary separates Spent, Before tax, applicable tax components, and Expense amount. For BC GST/PST it labels the components GST and PST, not GST/HST. Expense amount is the amount included in the expense Category: Before tax plus PST and any non-recoverable GST/HST. Recoverable GST/HST is kept outside the expense amount. For an Expense refund or reversed bank fee, the detail shows Received as a positive cash amount, while the Before tax, tax components, and Expense Amount carry negative signs to show that the Expense Category is reduced. An Income reduction similarly shows Spent as the cash direction and negative Income amounts. These signs explain the existing posting direction; they do not change the transaction amount stored in xBoox.

Dates use the browser's calendar control and must be valid calendar dates. On a keyboard, enter the four-digit year, month, and day in sequence. xBoox waits until you leave the Date field or save the form before checking the completed date; entering the month cannot trigger a year-range error. If xBoox rejects a date, correct the Date field before saving; an impossible date such as February 31 is not accepted.

Important rules

  • Pay From or Deposit To is required in Bank Account-Based Tracking.
  • Use Transfers—not Expense or Income—for movements between your own eligible accounts.
  • A bank-originated Expense or Income may have its Category, Tax, Note, Tags,

and attachment corrected from its detail drawer. Its imported Date, total amount, Payment Account, Bank Memo, direction, and source remain locked. Changing Tax reallocates the same imported total between Before Tax and Tax. Use Banking to undo or change the bank transaction itself. Split bank transactions remain managed from Banking.

  • Reconciled transactions are protected until the reconciliation is reopened.
  • A matched manual transaction must be unmatched before its financial details

can change. Adding or changing a transaction that affects a GST/HST period marked Filed requires changing that filing record back to Reviewed first.

  • New Pay From and Deposit To choices include active accounts only. When you

edit an older transaction whose saved payment account is now inactive, xBoox continues to show that original account with an Inactive label so the historical record is not mistaken for a missing selection. You may update its Note, Tags, or other eligible non-financial details without replacing that historical account; an inactive account cannot be selected for a new entry.