Expense Tracking

Recording expenses in NaviPOS gives you an accurate picture of your true profit. Don't just track what comes in — track what goes out.

Adding an Expense

Go to Expenses → Add Expense
Fill in the details:

| Field | Description | |-------|-------------| | Date | When the expense occurred | | Category | Rent, Utilities, Salaries, Transport, Supplies, etc. | | Amount | The expense amount in KES | | Description | Brief note about the expense | | Receipt | Attach a photo of the receipt (optional) | | Recurring | Set as monthly recurring if applicable |

Click Save

Expense Categories

NaviPOS comes with standard categories. You can add custom ones:

| Category | Examples | |----------|---------| | Rent | Shop rent, storage space | | Utilities | Electricity, water, internet | | Salaries | Employee wages and bonuses | | Transport | Delivery costs, fuel, matatu fares | | Supplies | Packaging, receipt paper, cleaning | | Repairs | Equipment maintenance, building repairs | | Marketing | Advertising, signage, promotions | | Taxes & Licences | Business permits, KRA payments | | Miscellaneous | Other business expenses |

Recurring Expenses

For expenses that repeat monthly (rent, salaries, internet):

When adding the expense, toggle Recurring on
Set the frequency (monthly, weekly)
NaviPOS automatically logs the expense each period

Expense Reports

Go to Reports → Expenses to view:

Total expenses by date range
Breakdown by category (pie chart)
Month-over-month comparison
Expense trend over time
Impact on profit margin

Why Track Expenses?

Without expense tracking, your profit report only shows gross profit (sales minus cost of goods). With expenses tracked, NaviPOS calculates your true net profit — the real money you take home.

Next: Learn about Customer Management or view Reports & Analytics.