Expense Tracking
Record and categorize clinic expenses by vendor, branch, and category
Overview
Expense tracking in SehaFile allows you to record all clinic expenditures organized by category, vendor, branch, and date. This provides complete visibility into where money is being spent, enables profit-and-loss calculations, and supports branch-level expense comparison. Expenses are factored into the financial dashboard's net income and all financial reports.
Recording an Expense
- Navigate to Expenses: Go to Financial > Expenses from the sidebar and click + New Expense.
- Enter Description: Provide a clear Description of what was purchased or paid for (e.g., "Monthly electricity bill - July 2026").
- Enter Amount: Type the expense Amount in EGP.
- Select Category: Choose from predefined categories:
- Rent (إيجار)
- Salaries (رواتب)
- Medical Supplies (مستلزمات طبية)
- Utilities (كهرباء ومياه وغاز)
- Maintenance (صيانة)
- Equipment (أجهزة ومعدات)
- Marketing (تسويق وإعلان)
- Insurance (تأمينات)
- Licenses & Fees (تراخيص ورسوم حكومية)
- Cleaning (نظافة)
- Internet & Phone (إنترنت وهاتف)
- Transportation (مواصلات)
- Taxes (ضرائب)
- Other (أخرى)
- Set Date: Enter the Expense Date (the actual date the expense occurred).
- Select Branch (Optional): Assign the expense to a specific branch for branch-level reporting.
- Enter Vendor (Optional): Record the Vendor name for supplier tracking.
- Add Notes (Optional): Any additional details or reference numbers.
- Save: Click Record Expense.
Managing Expenses
Editing an Expense
Click on any expense in the list to open its detail view. Click Edit to modify the description, amount, category, vendor, branch, or notes.
Deleting an Expense
Open the expense detail and click Delete. A confirmation dialog appears. Deleted expenses are permanently removed.
Filtering and Exporting
Use the filter bar to narrow expenses by:
- Category - View only a specific expense type
- Branch - See expenses for one branch
- Date Range - From and To date filters
Click Export CSV to download filtered expenses as a spreadsheet with columns: date, description, amount, category, vendor.
Tip: Record expenses on the same day they occur. This ensures the treasury reconciliation (cash drawer) matches actual cash outflows and the financial dashboard shows accurate daily expense figures.
Warning: Expenses affect the treasury cash-out calculation. When you close the treasury day, all expenses recorded since opening are counted as cash out. Record non-cash expenses (like bank debits) with a note so they are not double-counted.
Expense recording form with description, amount, category dropdown showing all 14 categories, branch selection, and vendor field
Frequently Asked Questions
Can I add custom expense categories?
Currently, expenses use the 14 predefined categories. Use the "Other" category for items that do not fit existing categories and add details in the notes field.
How do expenses affect the P&L report?
Expenses are grouped by category in the Financial Report. Total expenses are subtracted from total revenue to calculate net income.
Can multiple users record expenses?
Yes. Any user with the admin or financial role can record expenses. The system logs who recorded each expense in the recorded_by field.
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