Expenses
The Expenses ledger records what each animal, litter and program costs you: vet visits, health tests, stud fees, food, supplies and so on. Each expense is filed under a category and can be linked to a program, an animal or a litter, so you can see what a litter really cost.
Expenses are available on every plan. Free accounts can log up to 25 money entries a month. Basic, Pro and Max are unlimited. See Plans and billing for the details.
Vet visits
Log vet visit on an animal's Health tab records the bill as a Vet Care expense together with any vaccination or health test from the same visit. The first line of the visit notes becomes the expense description, for example "Vet visit: Annual checkup". The expense links to the animal's health records, and the vaccination or health test shows a Vet bill link back to the expense. The expense is filed under the animal's program when the animal is enrolled in exactly one.
Recording an expense
- Go to Business, then Expenses.
- Click Add Expense.
- Fill in the form:
- Category (required): see the list below
- Description (required): what you paid for, for example OFA hip x-ray for Luna
- Amount (required)
- Date (required): the day you paid or incurred the cost
- Vendor (optional): the vet, supplier or registry
- Link to (optional): a Program, then an Animal or Litter in that program
- Notes (optional)
- Click Save Expense.
On Free, the form tells you how many of your 25 monthly entries you have used before you save.
Categories
| Category | Use it for |
|---|---|
| Vet Care | Vet visits, treatments, medications |
| Health Testing | Genetic tests, screening and clearance exams |
| Stud Fee | Fees paid to use another breeder's male |
| Food & Supplements | Food, treats and supplements |
| Supplies | Bedding, litter, toys, equipment |
| Transport | Fuel, travel and shipping for animals |
| Registration | Registry and litter registration fees |
| Show Entry | Show and event entry fees |
| Insurance | Animal or breeder insurance |
| Facility | Rent, cage or kennel costs |
| Marketing | Advertising, photography, website costs |
| Other | Anything that doesn't fit above |
Viewing the ledger
The Expenses page lists your expenses newest month first, with a subtotal for each month.
If you open the page from the month figure on the Business Overview, the list shows only that month, so its total matches the overview.
Editing and deleting
Click an expense to open it. Use Edit to change any field and Save Changes to keep it. Use Delete to remove it. Deleting an expense frees its slot in your Free monthly count. Editing never uses up a slot.
Expenses and the monthly limit
On Free, expenses and income share the 25-entry monthly limit. An entry counts in the calendar month it was created (UTC). When you reach the limit, the next entry shows an upgrade message asking for Basic. Your existing entries stay visible and editable.
Exporting for your accountant
Expenses, paid invoices and income records can be exported to QuickBooks, Xero or Wave as a CSV file. This is a Pro and Max feature. See Exporting to your bookkeeping software.