Expenses

The search search looks at the description, the name of whoever paid and the amount all at once, so it works whether you remember what the expense was for or only the figure.

Below it, the category filters leave in view only the expenses of one of them, and the «With photo» filter only those that have the receipt photographed.

Tap the add button at the bottom right. If your role can scan, the app lets you choose between «Scan receipt» and «Add manually».

The second route, which for many people ends up being the usual one: the + on the Today screen, where «Expense» sits under «Or add manually». It is the same form, and that way you write the expense down as soon as you get back from the pharmacy, without having to go looking for the section.

The only required field is the «Amount», which is recorded in the group’s currency. The «Expense description» is optional, but it is worth writing: a short note such as «blood pressure pills» will mean that a few weeks from now you know what each figure was.

Then choose a «Category»: the form arrives with «Pharmacy» already selected, so change it if the expense was for something else. That is what later lets you see how much goes on pharmacy each month. And if there are several of you, set «Paid by» so that there is a record of who put in the money: that is not mistrust, it is what makes settling up at the end easy.

With «Scan receipt» document_scanner you take a photo of the receipt and the artificial intelligence reads the amount and the details for you. It works just like the scanner for prescriptions, which you have in full in Scan with AI, and it also keeps the photo of the receipt saved for you.

Check the category before saving. When you come back from the scanner, the form always arrives with «Pharmacy» set, whatever the receipt was: the artificial intelligence does not work it out, it is a fixed starting value. If the receipt was from the taxi and you do not change it, the analytics by category will tell you that everything goes on pharmacy.

There are two ways in: while you are writing down an expense, with the «Manage» tune link that sits next to «Category»; or from Analytics, with the categories icon category at the top right.

Inside you will see the six built-in ones, marked as «Default», and below them your «Custom categories».

Write the «Name» —«Home help», for example—, choose a «Color» and an «Icon» so you recognize it at a glance, and save. From then on you will have it when writing down any expense, just like the built-in ones.

At the top right of the detail is the menu more_vert. If you cannot see it, it has not gone into hiding: it only appears when that expense is one you are allowed to touch. The organizer can touch them all; everyone else, only the ones they wrote down themselves.

There is one situation in which that menu appears for nobody at all, not even for the person who organizes the group, and not even on the expenses that same person wrote down: when the group has a announced closure or is in read-only mode. The expenses can still be seen and exported, but they can no longer be edited or deleted. With a announced closure, on top of that, the spending alerts keep arriving and both «Analytics» and the exports open as normal.

One detail about the «Paid by» field: it keeps the name of whoever really paid, even when that person is no longer in the group and somebody else edits the expense later on. Correcting an amount does not change whose money it was.

From there, «Edit» opens the same form with the details already in place, and «Delete» asks you to confirm before deleting. Read it calmly, because it warns you of something that matters: «The scanned receipt, if any, will also be deleted.» The photo of the receipt is the proof of payment: if you might need it one day, save it somewhere else before deleting the expense.

The «Analytics» icon insights is at the top right of the list. It is always visible, but in groups on the Free plan it carries a padlock: when you tap it, instead of opening it explains what it includes.

With Plus or Pro the year’s summary opens, with the split by category and the comparison with the previous months, so you know whether you have overdone it this month. The bar chart goes back 6 months with Plus and 12 with Pro.

At the end of that same screen —you have to scroll all the way down— are «Export CSV» download, to open them in a spreadsheet, and «Export PDF», which generates a report ready to print. The CSV comes with Plus; the PDF belongs to Pro, and that is why it carries a small padlock if your group does not have it.

Bear in mind how far it reaches: the file does not carry the whole history, but at most the 200 most recent expenses of those the group’s plan lets you see. For normal use that is more than enough, but if you have years of history behind you, do not expect the complete file.