Adding Your First Expense

Learn how to record your first business expense in ProcessX and start tracking your tax deductions.

Overview

Recording expenses accurately is essential for:

Maximizing your tax deductions
Maintaining SARS compliance
Understanding your business costs
Generating accurate profit & loss reports

Quick Start: Adding an Expense

Step 1: Navigate to Expenses

From your dashboard, click Expenses in the sidebar or navigation menu.

Step 2: Click "Add Expense"

Click the Add Expense button (usually in the top right corner).

Step 3: Fill in the Details

Field	What to Enter	Example
Description	What you purchased	"Office supplies from Makro"
Amount	Total cost (including VAT)	R 450.00
Date	When you made the purchase	15 March 2025
Category	Type of expense	"Office Supplies"
Vendor	Where you purchased	"Makro"

Step 4: Upload Receipt (Optional but Recommended)

Click Upload Receipt to attach a photo or scan of your receipt. This:

Provides proof of purchase for SARS
Helps if you're ever audited
Keeps your records organized

Step 5: Save

Click Save Expense to record your expense.

Expense Categories

ProcessX includes SARS-aligned categories:

Office Supplies: Stationery, printer ink, etc.
Travel: Transport, accommodation, meals
Professional Services: Accountant, lawyer fees
Marketing: Advertising, promotions
Utilities: Electricity, internet, phone
Equipment: Computers, furniture
Vehicle: Fuel, maintenance, insurance
Other: Miscellaneous business expenses

Tips for Accurate Expense Tracking

Record expenses immediately: Don't wait until month-end

Always keep receipts: Digital copies are acceptable for SARS

Be specific in descriptions: "Meeting lunch with client John" not just "Lunch"

Use the correct category: This affects your tax deduction calculations

Include VAT: Record the full amount including VAT

What Makes an Expense Tax Deductible?

For SARS, an expense must be:

Incurred in producing income: Related to your business
Not of a capital nature: Day-to-day operations, not assets
Actually paid: You must have spent the money
Supported by documentation: Keep your receipts

Common First Expenses

New businesses often start with:

Internet and phone bills
Office supplies
Software subscriptions
Professional registrations
Vehicle expenses (if using for business)

Last updated: March 2025