Expenses

The Reports → Expenses screen gathers everything your shop costs you in one place: some expenses appear by themselves, the rest you add by hand. The point is to see what you really spend on delivery, fees and everything else - it is an analysis report, not accounting software. Your accounting documents (fiscal receipts, invoices, the НАП audit file) stay where they are.

Expenses and Profit are included in the Business and Enterprise plans.

What you see at the top

The four figures summarise the whole filtered list, not just the page in front of you:

• Expenses for the period - the total in euro and in leva, and the number of records.
• Largest category - the category with the most spending, with its amount and share.
• Manual expenses and Automatic - how the total splits between what you entered and what the platform recorded.

Hidden rows (see below) never count in these figures.

Expenses that record themselves

The platform records these costs the moment they happen and shows them here without you doing anything:

• Delivery - the courier price of every parcel with a registered waybill, plus the cash-on-delivery fee when the order is paid on delivery. Both sit in one row; the breakdown shows when you open it. The price is the courier's tariff at the moment the label was registered, and the cash-on-delivery fee follows the tariff - the courier invoices it separately.
• Delivery (returns) - the return parcel, when your return policy says the shop pays. If the customer pays for the return, there is no expense.
• Card fees - Stripe's fee for every card payment.
• ZweiHost platform - the paid invoices for your subscription, and your purchases of email packs and AI assistant top-ups (a fully refunded purchase drops out).
• Goods - only when Counting goods is By purchase orders (see Finance settings): every received purchase order - on the day it was received, for the goods received plus its freight - and every batch added by hand in «By batch» - on its acquisition date (or the day it was added), for its units at their cost. A batch stays counted even if you later switch «By batch» off; a corrected cost, date or quantity follows onto it, and a batch deleted as a mistake drops out. Correcting the cost of a batch from a purchase order does not change the order's amount here.

Worth knowing about dates and amounts:

• Everything tied to an order - courier, cash-on-delivery fee, card fee, return parcel - counts on the order's date. That way one order's money always lands in one period.
• A refused or uncollected parcel still costs money. Its label cost stays in the report even though the order never became a sale - that loss is exactly what you need to see.
• Refunds to customers are not expenses and do not appear here. They reduce your revenue; they do not add to your costs.
• Automatic expenses are recorded from 20.09.2026. Older orders have no recorded courier price, and they are not re-priced at today's tariffs.
• Test orders never create expenses.

Automatic rows cannot be edited or deleted - they mirror something that already happened. If you do not want one to count, hide it.

Manual expenses

Press Add expense and fill in:

• Date and Amount - what you actually paid, in your shop's currency. The report does not split out VAT.
• Category - Advertising, Rent, Salaries, Accounting, Packaging, Subscriptions, Goods or Other. + New category at the bottom of the list creates your own.
• Note - a supplier or an invoice number, for example. The note's first line becomes the row's title in the list.
• Attached files - up to 5 files (JPG, PNG or PDF, up to 10 MB each), such as a receipt or an invoice. Files are kept in private storage and open only from this report, through a temporary link. Attaching is not switched on for every shop yet - if the dialog has no such field, put the document's number in the note.

A manual expense is edited and deleted from the buttons under it when you open it. Deleting is final and removes its attached files too.

Hiding a row

Any row, automatic or manual, can be hidden with Hide. A hidden row leaves the totals and the downloaded files, but it does not disappear: switch on Show hidden (N) to list hidden rows at the top, greyed out with the amount struck through. Restore makes a row count again.

Hiding suits a mistaken entry or a cost you already account for elsewhere. For a manual expense that should not exist at all, use Delete. A hidden expense does not count in Profit either - hiding is shared by both screens.

Finance settings

The gear beside Add expense opens Finance settings - shared by «Expenses» and «Profit».

• Automatic sources - one switch each for courier costs, returns, card fees, and the ZweiHost subscription and packs. A source you turn off leaves both reports - past periods too; turn it back on and its rows return. Nothing is deleted.
• Counting goods - how goods go into profit. Cost at sale (recommended) counts them when they sell, at the product's cost. By purchase orders counts the money spent on goods instead - every received purchase order and every batch added by hand becomes an expense for its full amount on its date, and the cost of sales is left out so the goods never count twice. The second mode needs the «Inventory» module: if the shop loses it, the reports count cost at sale, and your choice is kept and comes back with the module. Switching restates past reports too - on purpose, and you can switch back at any time.
• Categories - the ready-made expense and income categories plus your own. New category adds one, × deletes it. A name is up to 40 characters and must be new - different from the ready-made categories and from your own of the same kind. You can have up to 50 of your own in all. Entries in a deleted category are not changed - they show under «Other».
• Recurring entries - rules for expenses and income that repeat (see below).

Recurring expenses

Rent, salaries, accounting or a yearly subscription are entered once - as a rule in Finance settings › Recurring entries with Add rule: a name or note, a category, the amount, monthly or yearly, a start month and, if you like, an end month. The category says whether the rule is an expense or income.

• The rule creates an ordinary manual entry for each month (or year), dated the 1st. The entries from the start month up to today appear straight away, and the next ones as soon as you open «Expenses» or «Profit» in the new month.
• Such an entry carries a recurring tag. A change to it applies to that month only; Edit the rule in the entry opens the rule.
• A change to the rule applies to the coming months - entries already created stay as they are. Deleting the rule stops new entries, and the ones created stay.
• An entry you delete from a rule is not created again.
• Only a team member with access to «Profit» sees and edits income rules.
• If you move a rule's start month earlier, the earlier months are not created back in time - add them one by one if you need them.
• While the BackOffice is read-only because of an unpaid subscription, no new entries are created. The missed months appear the first time you open the reports afterwards.

Filters and search

• Search by description finds an order number, a waybill, a courier, text from a note or a category name.
• Category and Source (automatic or manual) narrow the list.
• Period picks the dates - a ready period such as "This month" or your own range. The page opens on "This month".
• Clear resets every filter at once and shows the expenses for the shop's whole history.

Downloading

The Download button gives CSV or Excel with exactly what you see: the same filters, the same order, every row rather than the 25 on screen. Amounts are in euro and in leva. Hidden rows stay out of the file unless Show hidden is on - then they are in it with a "Hidden" column, and the Excel file has no "Total" row, because hidden rows never count.

On a phone

The figures sit two by two, the filters wrap onto new lines, and each expense is a card: category and source at the top, the date and description below, the amount on the right. Tap the arrow to open the details.

Tips

• Enter the monthly costs - rent, ads, accounting - at the start of the month, so the picture is complete.
• Attach the invoice to the expense while you still have it in front of you - later it is hard to find.

Next step

Expenses are one half of the sum. Whether the shop makes money - revenue less expenses, down to the margin - is in Profit.