Expenses and outgoing payments

Expenses track the clinic's supplier and operating obligations. Customer collections and Vetigen subscription invoices are separate records. Start at Clinic → Expenses (/clinic/expenses); creation, payment and export depend on your role.

Create an expense

1. Choose New expense and enter category, description, expense date, due date and currency.
2. Use Estimated for an unconfirmed amount and Final for a confirmed obligation. Expected and actual amounts serve different purposes.
3. Choose a one-off expense or a recurrence. Review interval, anchor date and any end condition.
4. Reopen the saved record and check amount, currency, due date and recurrence.

A monthly rent obligation can use a recurring schedule. The calendar does not create every future year at once; respect coverage warnings. Month-end recurrences may fall on the last valid day of shorter months.

A saved positive final expense may offer a payment step. Choose full, partial or later payment according to the actual movement. If creation succeeds but payment fails, continue from that expense's payment history and balance; do not recreate the obligation.

Pay or reverse a payment

Payment is available for a final, active expense. Enter the actual payment date; use the due date for a future obligation. Partial payments are supported, but payment cannot exceed the remaining balance. Unpaid / Partial / Paid derives from active payments.

For an incorrect payment, use Reverse in its details and enter a reason. This does not reverse an external bank transfer. Check the new remaining balance and payment history. Active payments can prevent cancellation or reducing an expense below the amount already paid.

Edit a recurrence

For an end date or occurrence count, check the anchor, interval and end condition together. Series defaults and an individual occurrence's date or amount have different scope. A warning about future recurrence coverage does not mean no expense will occur on those days.

Explicitly choose This occurrence, Series or This and following. Paid or individually overridden occurrences have different protections; editing a series does not rewrite every historical entry. If warned, narrow the scope and inspect the affected records.

Lists, privacy and export

Expense date, due date and payment date are different filters. Compare currencies separately; do not assume automatic FX conversion. Sensitive category details may be hidden for your role while some totals still include their amounts.

CSV export contains expense rows and their current total paid amount; it is not an individual bank movement report. Missing recurrence coverage for the requested period can block export. Resolve that warning first. See analytics for financial comparisons.