Add an Operating Expense

You enter an operating expense once: its amount, how often it is charged and from when. Profitario then books it on the right days and deducts it from your Net Profit. This guide covers recurring expenses such as rent or salaries and one-time expenses.

Where

In the sidebar, open Expenses, then Operating, and click Add Expense.

Who

Every store with fixed costs.

Time

About 2 minutes per expense.

Updates

An expense is booked when you save it, for every day from its start date, past and future. Orders are not recalculated.

Add an Expense#

Click Add Expense. The dialog has two pages, Details and Preview. Nothing is saved before you click Create Expense in the preview.

1. 1

   Passo 1 di 3

   Fill in the details#

   

   Name it

   Type a short name into Expense Name, for example Bookkeeping. The name appears in the list and in the Expense Report.

   Pick a category

   Choose the Category that fits best. See Expense Categories.

   Enter the amount

   The Amount of one billing period: for a monthly expense, the amount per month. It is entered in the currency of the store, shown at the end of the field. There is no currency selector.

   Choose the payment type

   Recurring (preselected) repeats on a schedule. One-Time books the amount once, on one date.

2. 2

   Passo 2 di 3

   Set the schedule#

   Scroll down in the dialog for the schedule.

   

   Billing Cycle

   How often the expense is charged: Daily, Weekly, Monthly (preselected), Quarterly or Yearly. A one-time expense has no billing cycle.

   Distribution

   Full Amount books the whole amount on one day of the period. Daily Split spreads it evenly over the days of the period. The field is not shown for Daily. For Monthly with Full Amount, a Billing Day field appears: a day from 1 to 31, or Last day (preselected).

   Start Date

   The first day of the expense. The field shows today's date in grey until you pick a date: click it and choose one, also when it is today. A start date in the past books the expense for the past days as well.

   End Date

   Leave it at No end date for an ongoing expense. A one-time expense has a single Date field in place of both.

   Next

   Opens the preview.

3. 3

   Passo 3 di 3

   Check the preview and create the expense#

   

   Summary

   The amount per period, the billing cycle and the number of Scheduled Charges, which is the number of days that get an amount. The preview covers the first 365 days.

   Distribution Preview

   One bar per day that gets an amount. Here: $10.00 on each day of a 30-day month, $9.68 in a 31-day month.

   Create Expense

   Saves the expense. Back returns to the details.

   In the screenshot, the bookkeeping expense runs for one year, from 1 September 2026 to 31 August 2027, so that the daily amounts are easy to read.

What Happens Next#

• The expense appears in the list as Active, and its amounts are booked right away for every day from the start date. An ongoing expense is booked ahead as well, so future days are covered without any action from you.
• Your dashboard and reports show it the next time they load. Past periods change if the start date is in the past.
• No orders are recalculated: an operating expense is not part of an order's costs.

How Billing Cycle and Distribution decide which days get an amount is explained in How a Recurring Expense Is Spread Over Days.

Limits#

• The amount is always in the store's currency. Other currencies are not converted.
• An expense belongs to the store it was created in. It cannot be shared or split across stores.
• The preview shows at most 365 days.

Domande frequenti