xBoox

Record an Expense in Simple Tracking

Record business money out without assigning it to a bank or credit-card account.

Applies to

  • Bookkeeping setup: Simple Tracking
  • Roles: Workspace Owner; Accountant with transaction-edit permission
  • Business structure: Sole Proprietor

Before you begin

Confirm that Settings > Business Profile > Bookkeeping Setup is set to Simple Tracking. Have the transaction date, total paid, and Category ready.

Steps

  1. Open Expenses.
  2. Select Add Expense.
  3. Enter the Date.
  4. Choose the Category that describes the accounting purpose of the expense.
  5. Enter the total in Spent CAD. Use a positive amount for money paid, or a

negative amount for a refund or reduction recorded in the same Expense Category.

  1. If GST/HST tracking is enabled, choose Tax and review Tax Amount CAD.
  2. Optionally add a Contact, Tags, Note, or receipt attachment. Open Tags

to select one or more existing tags. The most recently used tags appear first. Select Add new tag when the tag you need does not exist.

  1. Select Save Expense.

While xBoox saves, the form and its Close action are temporarily unavailable and the button shows Saving…. The form closes and the success message appears only after the server confirms the save. xBoox then refreshes the transaction list without making you wait for unrelated Workspace data. If saving fails, xBoox restores the form with your entries so you can review and try again.

Before entering any information, you may select Close, press Escape, or select the shaded area beside the form to close it. After you change a field or add an attachment, xBoox asks whether to Keep editing or Discard changes before closing the unsaved Expense.

If an amount is incomplete or uses an unsupported format, xBoox opens a correction dialog and does not treat that value as $0.00. Use ordinary CAD digits, an optional decimal point, and no more than two decimal places.

After xBoox confirms the save, the transaction appears in Expenses and in applicable reports. If the list cannot refresh after the save, xBoox says that the transaction was saved and asks you to refresh the page before entering it again. Do not submit the same transaction again just because the list did not refresh. Simple Tracking does not ask for Pay From and saves no payment account.

Expenses remain sorted by their transaction Date. When you save a backdated Expense, xBoox moves the list to the page containing that transaction and briefly highlights it. If active filters exclude the saved transaction, xBoox confirms that it was saved but is hidden by the current filters. Clear or adjust the filters before entering it again.

Use Expenses on a phone

  • Add Expense appears beside the page title.
  • Search and Filters appear above the transaction cards. Selecting Filters opens a bottom sheet that keeps the list in place behind it.
  • Expense history starts with All dates. Use the Date preset, Category, and one or more Tags to prepare filters. From and To appear only when you choose Custom range.
  • The bottom-sheet button shows how many transactions match before you apply. Select it to apply the prepared filters and return to the same place in the list.
  • Active Category and Tags filters appear as removable chips beneath Search. Date stays in the Date control and does not create a separate label such as Today × above the table.
  • Each card shows the Category, amount, memo or description, date, and available payment information.
  • Select a card to open its details and edit the fields available for that transaction.
  • The phone list initially shows 20 Expenses. Select Load More to show the next 20.
  • Swipe an Expense card to the left to check its deletion state. Eligible manual Expenses reveal an active Delete action; protected bank-posted, matched, or reconciled records reveal the same action in a disabled state.

On desktop, Expense history displays 50 rows by default and offers the same Rows per page choices as Bank Transactions: 50, 100, 150, 300, or 500. The footer shows the visible range and total number of matching Expenses.

Important rules

  • Category determines the accounting account; it does not change the transaction from Expense to Income.
  • Inactive, system-calculated, non-posting, or disabled managed-feature Categories cannot receive a new transaction.
  • When GST/HST tracking is disabled, new transactions use Out of Scope treatment with no tax amount.
  • Choosing a Category applies its configured default Tax treatment. Confirm the

treatment against the receipt or source document and change it when needed.

  • Dates use the browser's calendar control. On a keyboard, enter the four-digit

year, month, and day in sequence. xBoox waits until you leave the field or save before checking the completed date, so a valid month is not mistaken for a year. An impossible date such as February 31 is not accepted.

  • A Rental Property Category may require a property assignment when Residential Long-term Rental is enabled.
  • Money is stored as a positive amount plus Money Direction. A positive Expense

is Money Out; a negative Expense entry is stored as Money In and reduces the selected Expense Category.

  • xBoox stores money to the nearest cent. If an entered amount has more than two decimal places, xBoox rounds it to the nearest cent when saving.
  • A transaction Note may contain up to 2,000 characters.

Add a receipt or paid invoice

On a phone, select the circular Receipt Capture button between Expense and Income in the bottom navigation. On desktop, open Expenses and select Receipt Capture in the upper-right corner. Use it to photograph or upload a receipt or paid invoice, review OCR-recognized values and a Category suggestion, and post the Expense. Unpaid bills are not supported. You may still use the attachment control in Expense detail for a PDF, JPEG, PNG, or WEBP that does not need OCR. See Capture and Post a Receipt or Paid Invoice in Simple Tracking.

Troubleshooting

Pay From is visible

The Workspace is using Bank Account-Based Tracking. Follow the banking-setup Expense article instead.

A Category is unavailable

Check that the Category is active, accepts posting, and, for an xBoox-managed Category, belongs to an enabled Additional Bookkeeping Feature.

The expense cannot be deleted

Bank-posted, matched, or reconciled transactions have additional protection. A bank-posted Expense must be undone from Bank Transactions; a reconciled transaction requires reopening its reconciliation first.