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Traditional Expenses Overview

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Traditional Expenses is read-only for new entries. You can manage existing records, but you cannot create new expenses here. Use AI Expenses for all new expense processing.

This guide covers Traditional Expenses — Fiskl's original expense system. You can view, edit, and delete existing records, but all new expenses must be created through AI Expenses.

Accessing Traditional Expenses​

Traditional Expenses appears as Expenses in the left sidebar. It is only visible when you have existing legacy records.

  1. Go to Purchasing > Expenses in the left sidebar.
  2. Select Expenses.

Understanding Traditional Expense Types​

The traditional system includes two expense types.

Standalone Expenses​

Standalone expenses are created independently of bank transactions. They are recorded manually and require reconciliation with a bank, credit card, or cash account transaction before they appear correctly in financial reports.

Direct Accounting Expenses​

Direct accounting expenses are created when you categorise a bank transaction. They are immediately reflected in your accounting and do not require a separate reconciliation step.

What You Can Do​

In Traditional Expenses you can:

  • View all expenses created before AI Expenses was available
  • Edit expense details including amounts, categories, dates, and descriptions
  • Add or update receipt attachments
  • Delete incorrect or duplicate records
  • Export data for reporting

You cannot create new expenses in this system.

Editing an Expense​

  1. Go to Purchasing > Expenses.
  2. Select the expense you want to update.
  3. Update the relevant fields.
  4. Select Save.

Deleting an Expense​

  1. Select the expense you want to remove.
  2. Select Delete.
  3. Confirm the deletion.
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Deleting an expense is permanent. Ensure you no longer need the record before deleting.

Reconciling a Standalone Expense​

Standalone traditional expenses must be manually matched to a bank transaction.

  1. Go to Purchasing > Expenses.
  2. Locate the corresponding transaction in your bank, credit card, or cash account.
  3. Use the match function to link the expense to the transaction.
  4. Verify the details and confirm the match.

After reconciliation, the expense appears correctly in your financial reports.

Billable Traditional Expenses​

You can add traditional expenses to client invoices as billable line items.

To mark an expense as billable:

  1. Select the expense.
  2. Assign a Client.
  3. Select Save.

To add a billable expense to an invoice:

  1. Open or create the relevant invoice.
  2. Add the billable expense as a line item.

Once an expense is added to an invoice, it is marked as billed and cannot be used on another invoice.

Traditional Expenses in Reports​

Traditional expenses appear alongside AI Expenses in all relevant financial reports, including profit and loss statements, expense category reports, vendor spending, and tax reports. No separate reporting is needed for legacy records.