Expenses

Track rent, payroll, utilities, and other operating costs. When enabled with Reports, owners see profit and loss on the Reports page.

Access

Roles: Owner, Manager

Tier feature: expense_tracking (Sapphire+)

Module toggle: Settings → Modules → Expenses

URL: https://demo.gymu.net/dashboard?view=expenses

How to use

1. Open Expenses from the sidebar (after enabling the module).
2. Choose Month, Quarter, or Year for the period.
3. Filter by Category or Branch (when locations are enabled).
4. Click Add expense for one-off costs.
5. Use Recurring for monthly templates (for example rent on day 1).
6. Use Categories to add or rename expense categories.
7. Click Export CSV to download the filtered list.

Reports integration

When Expenses and Reports are both enabled:

• Reports shows Total expenses and Net profit (revenue minus expenses).
• POS sales are included in revenue when the POS module is on (subscription amounts from POS checkout are not double-counted).
• PDF and CSV exports include P&L rows when expenses are enabled.

Tips

• Recurring templates post once per gym-local month on the chosen day (days 1–28).
• Equipment maintenance costs with an amount on a maintenance log are mirrored automatically into Expenses (Maintenance category) when both modules are enabled.
• Activity feed on the dashboard includes recent expense events.
• Staff cannot access expenses by default; grant VIEW_EXPENSES only if needed.