Expenses

Open Reporting → Expenses. This page is on Solo Lite, Solo Pro, Clinic Standard, and Clinic Premium. Free plans see an upgrade prompt. Staff need the Expenses permission. Practitioners do not see Reporting.

Do not log practitioner pay here. Profit (Solo Pro and Clinic Premium) already subtracts it.

Add an expense

Choose a type:

• Ad-hoc — one date and amount. A receipt is required.
• Fixed recurring — the same amount each month (for example rent). ClinicGem adds the month when you open it.
• Variable recurring — confirm or skip each month with that month’s amount. A receipt is required to confirm.

Enter the amount before tax if you claim GST/HST credits. The amount uses CAD $ or USD $, defaulting to My Clinic → Details currency. Payment Date is required for every type — it is the day the money left the account, and it can fall anywhere inside a coverage window (for example rent paid mid-month). Recurring expenses can also set optional Recurring Coverage From and To when the payment covers a range. Those dates are recommended when they apply, not required.

The table shows Type (Ad-hoc, Fixed, or Variable), Payment Date, and Vendor in their own columns. Recurring rows show the payment day and a count badge for how many payments fall inside the coverage (a Sep 5–Oct 4 subscription billed on the 5th counts as 1). Use the paperclip, pencil, or trash icons to open a receipt, edit the line, or remove it. A paperclip with an exclamation mark means this line still needs a receipt. Edit opens the same form; type cannot be changed on an existing line. End series is next to Save in the form.

Variable bills that still need this month’s receipt appear in the same table, marked Due. Edit (or attach a receipt) confirms the month. Remove skips it — skip does not create a $0 line. They do not count in the month total until confirmed.

Use Date Filter to pick Weekly, Monthly, Yearly, or a custom range (Monthly is the default). The list sits on the left with the period total and missing-receipt count above it. Donut charts on the right show how the period splits by type and by category. The total also shows the change versus the previous matching period (for example +10% from previous month).

Categories are yours to create. Search or pick a category; suggestions (Monthly Dues, Utilities, Subscriptions, Equipment, Supplies, Team Expenditures, Insurance, Other) appear in the dropdown and create a category when you choose one. Use the trash icon on a saved category to hide it from the list. Past expenses keep the old category name.

Receipts, totals, and CSV

• Ad-hoc and variable confirm need a PDF, JPG, or PNG under 5 MB.
• Fixed month lines can add a bill later.
• Remove voids a logged line, or skips a due variable month. Voided and skipped items no longer count in totals. Add and remove events appear in Audit logs.
• The period total, missing-receipt count, and type/category donuts sit beside the list and follow the Date Filter (same layout as Payments).
• Download exports a bookkeeping CSV: Date, Description, Amount, Category, Vendor, Memo, Expense ID, Has receipt.

Owner draws are not expenses. See Profit.