Record expenses and receipts

Cygnetree keeps an operational expense register beside invoices and payments. It is designed for day-to-day cost visibility and reconciliation—not as a general ledger, tax return, or substitute for an accountant.

Record a cost

Open Money → Expenses and enter the amount, explicit currency, date incurred, description, and optional vendor or payee. Categories belong to your workspace. An administrator can add the accounting code used by your bookkeeping process without forcing every workspace into the same chart of accounts.

A recurrence setting records how the cost normally repeats. It does not create unverified future transactions. Record each actual charge when it occurs.

Attach a receipt

Upload the receipt to Files, wait until scanning marks it available, then attach it from the expense detail page. Expense receipts are always workspace-only. They are not exposed to clients or invited vendors, even when the expense is allocated to a shared project.

Allocate a cost to projects

Use project allocations to split one expense across one or more projects. The combined splits cannot exceed the expense amount. An unallocated remainder stays visible so you can distinguish general overhead from incomplete project coding.

Allocations do not change the expense currency or create invoices. A correction cannot lower the expense below its existing project splits; adjust the splits first.

Correct or void a record

Use Correct this expense instead of deleting a business record. Every correction requires a reason and creates a new revision. Voiding and restoring also require a reason and preserve the history.

A voided expense remains visible for reconciliation but is excluded from expense and cash-less-costs report totals.

Export for bookkeeping

Members with money and export permission can download Expenses CSV from Reports. Each row includes status, amount and currency, category and tenant-owned accounting code, vendor, payment reference, recurrence metadata, and any project split. A split expense produces one row per allocation.

The export is tenant scoped, formula-safe, rate limited, and blocked during support impersonation. It is a reconciliation artifact; confirm the target accounting tool's import format before uploading it.

Understand the limits

Cash less costs subtracts recorded expenses in the selected range from net successful collection activity in the same currency. It is not accrual profit and does not account for taxes, fees, inventory, payroll, depreciation, exchange rates, or costs that were not recorded.

Cygnetree does not currently submit taxes, categorize deductions, post journal entries, or create future expenses from recurrence metadata.