Finance

Expense Tracker

Company expenses with VAT and receipts, and a one-click audit report.

The company expense book, kept by the owner: every expense with its supplier, VAT and receipt, grouped into the usual Saudi expense heads. One click turns a period into an audit report — sales, returns, credit notes, expenses, output and input VAT, gross and net profit — as a PDF or spreadsheet, with every issued invoice of the period merged into one PDF.

What Expense Tracker gives you

Everything below is included — no add-ons, no per-app checkout.

Owner only — admins and team members cannot see it
VAT per expense at your rate (15 % in Saudi Arabia by default)
Receipt required on every expense, stored privately
Saudi expense categories, editable, in English and Arabic
One-click audit report: VAT position and profit & loss
All issued invoices of the period merged into one PDF

About Expense Tracker

What it does, how to use it, and where it stops.

Most small businesses do not fail because of one large mistake. They fail because a dozen small recurring costs were never added up. An expense tracker exists to make that total visible while you can still do something about it.

Recording what you spend

Each expense carries a date, an amount, a category and a note. The note is worth the extra second: in three months "Supplies — 240" tells you nothing, while "Supplies — printer toner, monthly" tells you whether it should be a subscription.

Currencies are kept apart rather than blended. If you spend in two currencies, you see two totals, because converting them at today’s rate would invent a number that was never true on the day.

Categories that earn their keep

Use your own categories, and keep them few. Six or seven you check every month are worth more than thirty that get filled in wrongly, because a category only helps if you can answer "which one is this?" without thinking.

A good test: if you cannot imagine making a decision differently because of a category, merge it into another one.

Watching the month, not the moment

A single expense tells you almost nothing. The monthly trend tells you whether a cost is drifting upward, and comparing this month against the last few is where the useful surprises are.

Filter to what you are asking about, then export that filtered view to CSV — the export contains exactly what you filtered to, not the whole ledger, so it is ready to hand to an accountant without editing.

Where people use it

Controlling operating costs

Tag recurring costs consistently, then look only at that category over six months. Subscriptions that quietly renewed are the usual finding.

Business travel

Record each expense the evening it happens, while you still have the receipt and remember what it was for.

Sales teams

Track cost per trip against what the trip produced, so travel budgets are argued with figures rather than impressions.

Household budgeting

The same method works at home — categories, a monthly view, and honesty about the small recurring items.

Tips

• Record expenses weekly, not monthly. A week of receipts can be reconstructed from memory; a month cannot.
• Put recurring costs in their own category. It is the fastest way to see what you are paying for annually without noticing.
• When a category grows two months running, look at it before it grows a third.

What it will not do

• This is a tracker, not accounting software. It does not do double-entry bookkeeping, payroll or tax filing.
• Nothing is imported from a bank automatically — expenses are entered by you, which is also why the categories mean something.

How it works

The things worth knowing before you sign up.

How do I track business expenses?

Record each expense against a category you have named yourself, and the monthly trend and per-category breakdown build up as you go. Filter by date, category or currency to answer a specific question rather than scrolling.

Does it handle more than one currency?

Yes, and it deliberately keeps them separate rather than converting everything into one figure. A total that silently blends currencies at an unstated rate is worse than no total, so each currency is reported on its own.

Can I export my expenses to a spreadsheet?

Yes. CSV export gives you exactly what you filtered to, not the whole ledger — so the file matches the question you just asked, and opens straight into Excel, Numbers or Sheets.

Can my colleagues see my expenses?

No. Expenses are private to the person who recorded them and are not shared across the company workspace.

How should I categorise expenses?

Use few categories you check often rather than many you fill in carelessly. If a category would never change a decision you make, merge it into another.

How often should expenses be recorded?

Weekly at least. A week of receipts can be reconstructed from memory; a month cannot, and that is where accuracy is lost.

Why does expense tracking matter?

Because small recurring costs are invisible individually and significant together. Seeing a category's trend over several months is what turns a vague worry into a decision.

Does it convert between currencies?

No, and deliberately. Amounts in different currencies are kept separate, because converting them at today's rate would invent a figure that was never true on the day you spent it.