Expenses and transactions

Expenses and the Transactions list live in Finance. What you record adds to what went out in the period; what you collect, to what came in.

The four tabs of Finance

• Home: at the top, Left in large type with In and Out for the period below it; you pick Today, Week or Month. The chart shows the two previous periods, the current one (to date) and the next. Each period has what is already done, what is still confirmed (the fixed expenses falling due) and what is expected (the balance not paid yet, the estimated team commission and the expenses awaiting approval). Tap a period and the figures at the top change. What is expected is only a sum of dated things: it does not estimate new sales or promise anything. If nothing is scheduled for the next period, it does not appear. Below are To collect and Overdue (more than 30 days), which hide when they are zero.
• Transactions: one table with money in and out, with the In, Out and Left totals for the filter. On a phone it is a compact list.
• Cash register: each team member's cash box, with the cash they collected, what they handed over and their daily closing. It is the same Cash register report in Reports, one tap away.
• Reports: a selector with every report: Income statement, Cash flow, Sales by month, Team commissions, Payments received, Cash register, To collect, the reports by customer, hour, zone and channel, Attention and busy hours and the Accountant package. Each report has its own link and its Export button.

Add an expense

On any Finance screen tap + Expense:

1. Type the amount (the number keypad opens by itself). Guaraníes and Chilean pesos have no decimals.
2. If you want, type one or more tags (for example «van» or «downtown store»). A tag you already used fills in the category for you.
3. Tap a category (if the tag didn't fill it in, or to change it): the 4 you use most and the last one you picked are on top; the rest are under Others.
4. Tap Save.

Optional: Receipt photo (photo or PDF). Under More details you pick the date (today by default; never a future one), the resource (without one it is General), the service, how it was paid, who it was paid to and a note.

After saving you can tap Repeat every month (the same expense is recorded automatically on the same day every month, starting next month) or Add another, which keeps the last category and resource selected.

Offline, what you type is kept as a draft on that device and comes back when you open + Expense again; it is only recorded once there is a connection and you tap Save. The same draft is never recorded twice.

Tags

Categories are fixed (they can't be renamed): the Income statement and the Cash flow come from them. To organize your expenses your way, use tags:

• You type them when you record or correct an expense; new ones are created right there, with no other screen. An expense can have several.
• Each tag remembers the last category you used it with and fills it in next time (you can change it).
• In Transactions, tap an expense's tag (or pick it under View → Tag) to see only those expenses and their total, «expenses with this tag». Since an expense can have several, those totals don't add up with each other.
• In Transactions → Expenses → Tags, the Owner and the Manager rename, merge two into one or delete tags. Deleting a tag removes it from the expenses; the expenses aren't deleted.

Who records and who approves

• Owner and Manager record expenses that count right away.
• Team members record their own expenses, which stay pending approval: they do not count until the Owner or a Manager approves them. Each team member sees only their own and can correct them while they are pending.
• At the top of Transactions, the Owner and the Manager see Expenses to approve with the count and the total. Tap Approve or Reject (with a reason). Nobody approves what they recorded.

Transactions

Finance → Transactions shows money in and out for the period in one list, each with its sign: + in, − out. The chips on top filter with one tap:

• All: collections, expenses and commissions, without rejected or voided expenses (those show only under Expenses).
• Collections: collections, voids, refunds and the cash drawer.
• Expenses: recorded expenses. Pending, rejected or voided ones are marked and do not count.
• Commissions: what Mercado Pago and Fiuit charge on each collection, plus the calculated team commission total, with a link to Commissions.

Search also finds who an expense was paid to and its note. Tap Details on an expense to see the receipt, Correct it (every change stays in the history: who, when, before and after) or Void it with a reason. An expense is never deleted and there is no month close.

From the team bot on Telegram

Your team can also record expenses from the team Telegram: «spent 5000 on supplies», /expense or the receipt photo, which is attached. The bot asks for what's missing, shows the amount and you confirm with a button; a large amount asks for a second confirmation. What Staff record stays pending approval, just like from the panel.

With Wagy, the API and MCP

Wagy records an expense in conversation: say «I spent 5000 on supplies» (or «yesterday I paid 80 for fuel») and it shows the expense with category, amount, day and method for you to confirm once. If you didn't say the amount or the category, it asks; it never makes them up. If the amount is large for your business (from twice what you pay per month for your plan) or you already recorded the same one that day, it first asks you to confirm with a button. For rent or utilities it asks whether to repeat it every month. It also voids one («void today's 5000 expense, it was a duplicate») and answers «how much did I spend on advertising this month?». It also understands tags: «I spent 3000 on the van» uses the «van» tag and its category, «how much did I spend on the van this month?» filters by it and «merge van with vans» proposes merging them before doing it. Approving team expenses is done in Transactions. Through the API and MCP, GET /v1/payments/finance/movements lists the same with group (collections, expenses or commissions) and GET /v1/payments/expenses/{id} (expense_get) returns one expense; recording is expense_record, approving expense_approve and voiding expense_void, always with confirmation.