---
title: Expenses
description: The Expenses feature in Helix lets clinics record, approve, and pay supplier bills. Expenses can be entered manually or generated automatically from Inventory (GRNs). Payments can then be made directly from the Expenses screen or via the Payments Made screen, ensuring a complete and auditable trail.
---

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September 12, 2025

# Expenses

## The Expenses feature in Helix lets clinics record, approve, and pay supplier bills. Expenses can be entered manually or generated automatically from Inventory (GRNs). Payments can then be made directly from the Expenses screen or via the Payments Made screen, ensuring a complete and auditable trail.

### 🌐 **Overview**

- Record expenses like supplier invoices and operational bills.
- Support for **multi-line expenses** with categories, tax groups, discounts, and cost centers.
- Attach supporting invoices/bills for compliance and record-keeping.
- Controlled workflow: Pending → Approved → Paid (or Denied).
- Automated expenses created from **Inventory GRNs** save time and ensure stock costs are tracked correctly.

---

### 🧭 **Navigation**

- **Add/View Expenses:** Accounting → Expenses
- **Make a Payment:** Accounting → Expenses → Make a Payment (green coins) OR Accounting → Payments Made → Make a Payment

---

### ⚙️ **How to Use Expenses**

#### **➕ Add Expense (Manual)**

1. Navigate to **Accounting → Expenses**.
2. Click **+ Add Expense**.
3. Fill header details:
   
     - **Branch**
     - **Date**
     - **Supplier** (from dropdown or create new)
     - **Title**
     - **Due Date**
     - **Invoice Number**
4. Add Line Items (green +):
   
     - **Cost Center** (if applicable)
     - **Category/Account** (expense account from CoA)
     - **Description**
     - **Price (unit)** + **Quantity** → system calculates **Subtotal**
     - **Discount** (optional) → system updates **Net Amount**
     - **Tax Group** → system auto-calculates **Tax & Total after tax**
     - Repeat with green + to add more lines.
5. Attachments (optional): Upload invoice/bill scans.
6. Review totals at the bottom.
7. Click **Submit** → expense is created with *Pending* status.

<iframe data-hsv-src="https://play-eu1.hubspotvideo.com/v/145820380/id/275289461999" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="275289461999" data-hsv-style="" data-hsv-width="3404" data-hsv-height="1868" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

 

---

#### **📋 View & Review Expenses**

- Path: **Finances → Expenses**.
- List view shows: Branch, Serial #, Header, Date, Due Date, Invoice #, Supplier, Totals (discount, tax, total), Status, Created By.
- Hover to view details.
- **Row menu (⋮)**: Edit, Delete, Approve, Deny (based on status).
- **Page tools**:
  
    - Search-as-you-type (top-right)
    - Export to Excel, Print PDF (top-left)

---

#### **🔄 Expense Status & Workflow**

- **Pending** → newly created.
- **Approved** → can now be paid.
- **Denied** → rejected by accountant/manager.
- **Paid** → status auto-updates once payment is recorded.

👉 Only **Approved** expenses can be paid.

---

#### **🤖 Automated Expenses**

- **Goods Receive Notes (GRNs)** from Inventory create expenses automatically.
- **Consignment GRNs** do not create an expense at receipt. Instead, the expense is created when the item is issued.  
  (See Inventory KB for details.)

---

#### 💳 **Make a Payment (for Expenses)**

#### **Where to Pay**

- **From Expenses:** Finances → Expenses → *Make a Payment (green coins)*
- **From Payments Made:** Finances → Payments Made → + Make a Payment (covered in a separate article)

#### **Steps**

1. Select **Supplier** – only Approved expenses appear.
2. Select **Account Paid From** (e.g., Cash in Hand, Bank Account).
3. Enter **Reference #** (optional).
4. Pick **Transaction Type** – cash, credit, debit, cheque.
   
     - If cheque → enter *Cheque Date, Bank, Cheque No., Details*.
5. Enter **Transaction Date** and optional **Notes**.
6. Apply amounts:
   
     - Use **Select All** to populate all, OR enter amounts line by line.
7. (Optional) Add **Discounts** or **Bank Fees**.
8. (Optional) Attach supporting documents (bank slips, receipts).
9. Click **Submit** → Payment is recorded, and the expense status changes to **Paid**.

<iframe data-hsv-src="https://play-eu1.hubspotvideo.com/v/145820380/id/275289462986" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="275289462986" data-hsv-style="" data-hsv-width="3404" data-hsv-height="1868" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

 

---

### 📊 **Management**

- Record all expenses promptly and attach supplier invoices.
- Use cost centers for department-wise expense tracking.
- Only approve expenses that have proper documentation.
- Reconcile **Paid expenses** with bank/cash ledgers monthly.
- Use reports (filters + exports) for expense analysis and audits.

---

### 💡 **Pro Tips**

- 🧾 Always input **Invoice Numbers** to simplify reconciliation.
- 📎 Upload supporting docs for every expense for audit readiness.
- ✅ Use *Discount* and *Bank Fee* fields to capture actual payment values.
- 📊 Assign Cost Centers to analyze department-wise profitability.
- 🔍 Use the *Show Deleted* toggle to review denied or removed expenses.

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