Managing expenses can sometimes feel like a daunting task. However, with Joy Pilot's user-friendly approach, recording and tracking your expenses becomes not just easy, but also quite efficient. There are three primary methods to create an expense in Joy Pilot, each suited to different needs. Whether you’re capturing a single transaction or handling bulk entries, we've got you covered. Let’s dive into each method.
If you are looking for a guide on how to use our AI receipt capture, please see here.
1. Creating an Expense from the Main Expenses Screen
Taking control of your finances starts with diligently recording each expense. Here’s how to add an expense directly from the main screen:
Navigate to Expenses: Click on 'Business' found in the top menu bar, then select 'Expenses'. You can also access the expenses page via the left-hand side menu or by clicking the green plus (+) button in the top menu.
Select Currency: Choose the appropriate currency if it differs from your default.
Billable? Choose Yes or No: If the expense is billable, select 'yes' and then choose the relevant contact. These contacts should already be in your account.
Nominate Payment Source: Indicate whether the expense was paid through a personal or a business bank account. Adding references, like a purchase order number, is optional but can be helpful for record-keeping.
Line Item Description: Enter a description of the expense, such as 'office stationary'. Choose the sales tax rate (if applicable) and the chart of accounts code from the dropdown menu. This step streamlines future entries as the system remembers your choices.
Add Multiple Line Items: If your expense consists of multiple items, you can itemise them individually by adding more lines.
Attach a File: Use the green paperclip icon to attach files (e.g., a photo of your receipt), eliminating the need for physical copies.
Save: Once all information is entered, click ‘Save Expense’.
Red highlights are the minimum required information using this feature>
Attach receipt>
2. Fast Expenses
For a quicker alternative, Fast Expenses allows you to enter basic information in a streamlined manner, perfect for when you're short on time:
Click 'Add Expenses Fast': Located in the upper right, this option simplifies the entry process.
Enter Required Information: Note that this method doesn’t accommodate purchase order numbers or marking an expense as billable.
3. Bulk Upload Using CSV
If you're dealing with multiple expenses at once, the CSV upload functionality is a lifesaver:
Initiate Bulk Upload: Click the green 'Add Expenses Fast' button, then locate the 'Upload via CSV' button.
Follow the Guide: A step-by-step guide will open automatically, ensuring your file is correctly set up for a smooth import process.
Intelligent Features
Joy Pilot's system is designed to learn from your input, gradually building a personalized expense list and auto-filling familiar information like sales tax rates and account category codes. Simply start typing, and the system will suggest entries based on past data.
Conclusion
Whichever method you choose, Joy Pilot makes expense management a breeze, offering both flexibility and precision. Remember, maintaining accurate records not only helps with financial planning but also ensures compliance come tax season. Explore more features and tips to get the most out of Joy Pilot. Happy accounting!