xBoox

Record an Expense in Simple Tracking

Record business money out without assigning it to a bank or credit-card account.

Applies to

  • Bookkeeping setup: Simple Tracking
  • Roles: Workspace Owner; Accountant with transaction-edit permission
  • Business structure: Sole Proprietor

Before you begin

Confirm that Settings > Business Profile > Bookkeeping Setup is set to Simple Tracking. Have the transaction date, total paid, and Category ready.

Steps

  1. Open Expenses.
  2. Select Add Expense.
  3. Enter the Date.
  4. Choose the Category that describes the accounting purpose of the expense.
  5. Enter the total in Spent CAD. Enter a positive amount.
  6. If GST/HST tracking is enabled, choose Tax and review Tax Amount CAD.
  7. Optionally add a Contact, Tags, Note, or receipt attachment.
  8. Select Save Expense.

The saved transaction appears in Expenses and in applicable reports. Simple Tracking does not ask for Pay From and saves no payment account.

Use Expenses on a phone

  • Add Expense appears beside the page title.
  • Search and Filters appear above the transaction cards.
  • Each card shows the Category, amount, memo or description, date, and available payment information.
  • Select a card to open its details and edit the fields available for that transaction.
  • The phone list initially shows 20 Expenses. Select Load More to show the next 20.
  • Swipe an Expense card to the left to check its deletion state. Eligible manual Expenses reveal an active Delete action; protected bank-posted, matched, or reconciled records reveal the same action in a disabled state.

Important rules

  • Category determines the accounting account; it does not change the transaction from Expense to Income.
  • Inactive, system-calculated, non-posting, or disabled Business Activity Categories cannot receive a new transaction.
  • When GST/HST tracking is disabled, new transactions use Out of Scope treatment with no tax amount.
  • A Rental Property Category may require a property assignment when Residential Long-term Rental is enabled.
  • Money is stored as a positive amount; xBoox uses the Expense transaction type to represent money out.
  • xBoox stores money to the nearest cent. If an entered amount has more than two decimal places, xBoox rounds it to the nearest cent when saving.
  • A transaction Note may contain up to 2,000 characters.

Add a receipt or paid invoice

On a phone, select the circular Receipt Capture button between Expense and Income in the bottom navigation. On desktop, open Expenses and select Expense Capture in the upper-right corner. Use it to photograph a receipt or paid invoice, review OCR-recognized values and a Category suggestion, and post the Expense. Unpaid bills are not supported. You may still use the attachment control in Expense detail for a PDF, JPEG, PNG, or WEBP that does not need OCR. See Capture and Post a Receipt or Paid Invoice in Simple Tracking.

Troubleshooting

Pay From is visible

The Workspace is using Bank Account-Based Tracking. Follow the banking-setup Expense article instead.

A Category is unavailable

Check that the Category is active, accepts posting, and belongs to an enabled Business Activity.

The expense cannot be deleted

Bank-posted, matched, or reconciled transactions have additional protection. A bank-posted Expense must be undone from Bank Transactions; a reconciled transaction requires reopening its reconciliation first.