Expenses and the cash ledger
An expense is money the business spends: fuel, materials bought on a card, a permit, a tool. Recording it against the right project and cost code is what makes the project's numbers true.
Recording an expense
- Choose + New on the Expenses page, or Add expense on a project.
- Enter the date, the amount and the payee. The payee can be a vendor on your list or a name you type.
- Pick a category and a payment method: cash, check, card, bank, transfer or other.
- Choose the project it belongs to. Tick BILLABLE if you plan to bill it to the customer.
- Choose Save expense.
Receipts
Attach a photo or a PDF of the receipt, up to 8 MB. Use the scan option on the receipt, and Cedar reads the vendor, the total and the date from the picture and suggests them. Nothing is filled in until you check the suggestions and save. The receipt keeps the difference between what the machine read and what you saved.
Categories and voiding
Manage your categories from the register. Anything without one shows as Uncategorized. A mistaken expense is voided, not erased, so the record of it stays. Owners and admins void and delete.
The cash ledger
Open Accounting and choose Cash Ledger. It lists every dollar in and out for a period you choose: the payments your customers made, the refunds you paid, the expenses you recorded, and any cash entries you added by hand. Each line shows its running balance, and Export CSV gives you the same list for your accountant.
The ledger is worked out from the records each time you open it, so it cannot fall out of step with them.