Adding Expenses

Learn the different ways to add and categorize business expenses in ProcessX.

Overview

ProcessX offers multiple ways to record expenses, making it easy to keep your records up to date no matter how you prefer to work.

Methods for Adding Expenses

1. Manual Entry

The most common method for adding expenses:

Go to Expenses from the navigation

Click Add Expense

Fill in the expense details

Click Save

2. Receipt Upload with AI Analysis

Let ProcessX extract details from your receipts:

Go to Documents > Analyze

Upload a receipt image or PDF

ProcessX extracts vendor, amount, date, and category

Review and approve the suggested expense

The expense is automatically created

3. Quick Add from Dashboard

For fast entry:

Click the + or Quick Add button on your dashboard

Enter basic details (amount, description, category)

Save immediately or add more details later

4. Recurring Expenses

For regular monthly expenses:

Set up a recurring expense once

ProcessX automatically creates the expense each period

Review and approve or let it auto-approve

Expense Form Fields

Field	Required	Description
Description	Yes	What you purchased
Amount	Yes	Total cost including VAT
Date	Yes	Purchase date
Category	Yes	Type of expense
Vendor	No	Store or supplier name
Receipt	No	Proof of purchase
Notes	No	Additional details

Choosing the Right Category

Selecting the correct category ensures accurate tax calculations:

Common Categories

Office Supplies: Stationery, ink, paper
Travel & Accommodation: Flights, hotels, transport
Meals & Entertainment: Client meals, team events
Marketing & Advertising: Ads, promotions, signage
Professional Services: Accountant, legal, consulting fees
Software & Subscriptions: Apps, tools, services
Telephone & Internet: Phone, data, connectivity
Utilities: Electricity, water (home office portion)

Handling VAT on Expenses

If your business is VAT registered:

Enter the VAT-inclusive amount

ProcessX calculates the VAT portion automatically

VAT input is tracked for your VAT return

For non-VAT registered businesses:

Simply enter the full amount paid
No VAT calculations are applied

Expense Attachments

Attach supporting documents to any expense:

Receipts: Tax invoices, till slips
Invoices: Supplier invoices
Statements: Monthly service statements
Other: Any relevant documentation

Supported formats: JPG, PNG, PDF (up to 10MB)

Editing Expenses

To modify an existing expense:

Go to Expenses

Click on the expense to view details

Click Edit

Make your changes

Click Save

Deleting Expenses

To remove an incorrect expense:

Open the expense

Click Delete

Confirm the deletion

Note: Deleted expenses cannot be recovered. Consider editing instead if you need to correct details.

Best Practices

Add expenses immediately: Record while details are fresh

Always attach receipts: Required for SARS compliance

Use accurate descriptions: Helps with searching and reporting

Review regularly: Check for missing or duplicate entries

Categorize correctly: Affects your tax deductions

Last updated: March 2025