Expenses

See where margin goes — recon, auction fees, marketing, and floor-plan adjacent costs.

Purpose

Expenses capture money out tied to units or general operations so managers reconcile gross vs net without a separate spreadsheet.

Setup

1. Vendors — create supplier records first (Vendors).
2. Settings → Accounting — map export categories if you sync to an external ledger (Accounting export).
3. Roles — restrict who can approve or void large expenses.

Daily workflow

1. Open Expenses from Finance/Ops section.
2. Add expense — amount, category, vendor, optional VIN link.
3. Attach receipt photo when available (storage via app upload).
4. Approve — if your workflow uses pending → approved states.
5. Export — month-end CSV for bookkeeper.

Key fields

Permissions

• Service / recon — create pending expenses on assigned units.
• Manager — approve, edit, void.
• Accounting read-only — export only.

Canadian notes

• Keep HST on expenses visible for ITC claims — FlashFender exports amounts; it does not file CRA returns.
• Separate personal vs business charges — use void, not delete, for corrections.

Related

• Vendors
• Accounting export
• Inventory purchases