How to record and categorize an expense

Recording a business expense well starts with clean data entry: the right supplier, the right category and the right taxes. In InnoBooks, you record an expense manually in a few fields, add the taxed lines (GST and QST), attach the receipt, then save.

What you’ll need #

• An InnoBooks account with permission to create expenses
• The supplier already saved (or permission to create one on the fly)
• The supplier’s taxes configured (GST 5%, QST 9.975%) to apply them to lines
• The receipt or invoice to attach (optional)

Steps #

1. Open a new expense

   On the Expenses page, click New Expense. The form opens.

   

2. Choose the supplier

   In the Supplier Name field, search for an existing supplier or type a new name to create one. The supplier determines which taxes are offered on the expense lines.

3. Fill in the details and category

   Complete the Expense Name, the Description, the Client/Project, the Category (required), the Date of the expense and Assigned to. If needed, add the Payment method, the Transaction # and the Paid date.

4. Add lines and taxes

   Click Add new line. For each item, enter the Rate and the Quantity, then use + Add Taxes to apply GST and QST. The Subtotal, Tax and Amount Due are calculated automatically.

5. Attach the receipt (Optional)

   Click Add Attachment to attach the receipt or invoice (PDF or image). You can also let the AI read the receipt and pre-fill the fields.

6. Save the expense

   Check the totals, then click Save. The expense appears in the Expenses list.

Tips & edge cases #

• You must select a supplier before adding a taxed line; otherwise the message “The supplier is empty / You need to select a supplier” appears.
• The taxes offered on a line come from the selected supplier. In Quebec, these are usually GST (5%) and QST (9.975%).
• You can create a supplier or a category on the fly directly from the form’s dropdowns.
• If you enter a Payment method or a Transaction #, the Paid date becomes required.
• The expense amount is the sum of the lines (Rate × Quantity).

Frequently asked questions #

Can I create a supplier or category without leaving the form? #

Yes. In the supplier or category field, type the name and choose the create option: it is added immediately and selected.

Why can’t I add taxes to a line? #

A line’s taxes come from the supplier. Select a supplier first; otherwise the message “You need to select a supplier” appears.

Is the attachment required? #

No. You can save an expense without a receipt, but attaching the receipt (manually or via AI reading) makes verification and search easier.

Related articles #

• How to scan a receipt with AI
• How to create an item or service