Expenses
Expense management in DiverDash helps you track, categorize, and control all business costs for your dive center. From equipment purchases to facility costs, the system provides comprehensive expense tracking that integrates with your accounting and helps you understand where your money goes.
New to Expense Management? If you want to understand how expense management works and how it connects to your Chart of Accounts, start with our Understanding Expense Management guide for a comprehensive explanation of these important concepts.
What You'll Learn
How to record and categorize different types of business expenses
How to manage receipts and supporting documentation
How to analyze expense patterns and control costs
How to integrate expenses with your financial reporting and Chart of Accounts
How to manage expense categories and tags
Before You Start
Make sure you have:
Expense recording permissions in DiverDash
Understanding of your Chart of Accounts expense categories (5000-5999)
Knowledge of your dive center's expense policies
Access to business receipts and supporting documentation
Familiarity with Payment Methods and Bank Accounts
Understanding Business Expenses
Types of Dive Center Expenses
Operating Expenses:
Personnel Costs: Salaries, wages, benefits, and payroll taxes → 5100 - Personnel Expenses
Facility Expenses: Rent, utilities, insurance, and maintenance → 5200 - Facility/Boat Expenses
Equipment Costs: Gear purchases, maintenance, and repairs → 5300 - Equipment/Vehicle Expenses
Boat Expenses: Fuel, maintenance, marina fees, and insurance → 5200 - Facility/Boat Expenses
Marketing: Advertising, website, promotional materials → 5400 - Marketing/Sales Expenses
Direct Course Expenses:
Training Materials: Textbooks, certification fees, e-learning → 5500 - General/Admin Expenses
Equipment Wear: Mask, fins, regulators used in training → 5300 - Equipment/Vehicle Expenses
Instructor Costs: Wages and commissions for course delivery → 5100 - Personnel Expenses
Certification Fees: Fees paid to certification agencies → 5500 - General/Admin Expenses
Administrative Expenses:
Office Supplies: Paper, printing, stationery → 5500 - General/Admin Expenses
Professional Services: Accounting, legal, consulting → 5500 - General/Admin Expenses
Technology: Software subscriptions, equipment, maintenance → 5500 - General/Admin Expenses
Banking: Account fees, payment processing costs → 5500 - General/Admin Expenses
How Expenses Connect to Your Chart of Accounts
Every expense automatically affects two accounts:
Expense Account (5000-5999): Increases to show what you spent money on
Asset Account (1000-1999): Decreases to show where the money came from
Example: Buying Equipment ($500)
5300 - Equipment/Vehicle Expenses increases by $500 (shows equipment spending)
1010 - Bank Account decreases by $500 (shows money left your bank)
Related: Understanding Chart of Accounts for complete explanation
Expense Categories in Chart of Accounts
DiverDash expense accounts automatically created:
5100 - Personnel Expenses: All staff-related costs
5200 - Facility/Boat Expenses: Location and vessel costs
5300 - Equipment/Vehicle Expenses: Gear and vehicle costs
5400 - Marketing/Sales Expenses: Promotional activities
5500 - General/Admin Expenses: Office and administrative costs
5600 - Other Expenses: Miscellaneous business costs
Expense Categories act as smart filing assistants that automatically sort your expenses into the correct Chart of Accounts buckets.
Recording Expenses
Step 1: Access Expense Management
Go to Finance > Expenses in the main menu
Click the Record Expense tab
View recent expenses and add new ones
Step 2: Enter Basic Expense Information
Required Information:
Date: When the expense was incurred
Amount: Total expense amount
Description: Clear description of what was purchased
Category: Expense category that maps to Chart of Accounts
Payment Method: How the expense was paid (determines which asset account is credited)
Payment Account: Which bank/cash account the money came from
Optional Information:
Vendor: Who you paid (supplier, service provider)
Reference Number: Invoice number, receipt number, or check number
Tags: Custom tags for better organization
Tax Information: Sales tax paid (if applicable)
Memo: Additional notes about the expense
Step 3: Save the Expense
Save Options:
Record Expense: Immediately post to Chart of Accounts
Save as Draft: Complete entry later (if supported)
Expense Management Interface
Main Navigation Tabs
The expense management system is organized into tabs for easy access:
Analytics Tab
View expense breakdown charts and trends
Analyze spending patterns by category
Track expense trends over time
Record Expense Tab
Add new expense entries
Complete expense form with all required fields
Save expenses to your Chart of Accounts
View Expenses Tab
Browse all recorded expenses
Filter by date range, category, or tags
Search and sort expense records
Import CSV Tab
Bulk import expenses from CSV files
Upload bank or credit card statements
Process multiple expenses at once
Vendors Tab
Manage vendor information
Add new vendors to your database
Track spending by vendor
Categories Tab
Manage expense categories
Create custom categories
Map categories to Chart of Accounts accounts
Tags Tab
Organize expenses with custom tags
Create color-coded tags for better organization
Filter expenses by tags
Common Expense Scenarios
Equipment Purchase
Purchasing diving equipment:
Facility Rent Payment
Monthly rent payment:
Marketing Expense
Website advertising:
Professional Services
Accounting services:
Boat Fuel and Maintenance
Boat operating costs:
Expense Analysis and Reporting
Expense Summary Reports
View expense trends:
Go to Finance > Expenses > Analytics tab
Filter by date range, category, or Chart of Accounts account
Analyze spending patterns and trends
Export data for further analysis
Key Metrics:
Total expenses by Chart of Accounts category
Month-over-month expense changes
Average expense amounts
Top vendors by spending
Expense Trend Analysis
Track spending patterns:
Compare monthly spending by category
Identify seasonal expense patterns
Monitor expense growth or reduction trends
Export data for external budget planning
Vendor Analysis
Analyze supplier relationships:
Total spending by vendor
Average purchase amounts
Payment terms and history
Vendor performance metrics
Seasonal Expense Patterns
Understand dive center expense cycles:
Equipment purchases before high season
Marketing spikes during booking periods
Maintenance costs during off-season
Seasonal staff costs
Managing Recurring Expenses
Setting Up Recurring Expenses
For regular monthly expenses:
Create initial expense entry
Note the recurring nature in the memo field
Set calendar reminders for future entries
Use consistent categories and payment methods
Common recurring expenses:
Rent payments → 5200 - Facility/Boat Expenses
Insurance premiums → 5200 or 5500 depending on type
Software subscriptions → 5500 - General/Admin Expenses
Loan payments → 5500 - General/Admin Expenses
Utility bills → 5200 - Facility/Boat Expenses
Managing Recurring Expense Changes
When recurring expenses change:
Update the expense template with new amounts
Changes apply to future occurrences only
Historical expenses remain unchanged in Chart of Accounts
Document reason for changes
Expense Controls and Policies
Establishing Expense Policies
Create clear expense guidelines:
Allowable Expenses: What can be claimed as business expenses
Receipt Requirements: When receipts are required
Spending Limits: Maximum amounts for different expense types
Documentation Standards: Required information for expense claims
Monitoring Expense Compliance
Regular expense review:
Review all expenses monthly for compliance
Check for proper documentation
Identify unusual or questionable expenses
Provide feedback to staff on expense policies
Preventing Expense Abuse
Controls to implement:
Clear written expense policies
Regular audit of expense claims
Separation of duties for expense processing
Training on proper expense procedures
Integration with Other Features
Payment Processing Integration
Automatic expense recording:
Credit card transactions automatically create expense entries
Bank transfers and payments link to expense records
Payment methods determine which Chart of Accounts asset accounts are credited
Related: Payment Processing
Chart of Accounts Integration
Proper expense categorization:
Expenses automatically post to correct Chart of Accounts expense accounts (5000-5999)
Account balances update in real-time
Financial reports reflect current expense totals organized by account structure
Related: Chart of Accounts and Understanding Chart of Accounts
Tax Management Integration
Sales tax handling:
Track sales tax paid on business purchases
Separate tax amounts from expense totals
Support tax reporting and filing requirements
Related: Tax Management
Troubleshooting Common Issues
Missing Receipts
When receipts are lost:
Contact vendor for duplicate receipt or invoice
Create expense with detailed notes about missing receipt
Document the business purpose clearly
Implement policies to prevent future occurrences
Incorrect Expense Categories
When expenses are miscategorized:
Edit expense to correct category (if not yet posted)
Create journal entry to reclassify posted expenses between Chart of Accounts
Provide training on proper categorization
Review and update Chart of Accounts if needed
Duplicate Expenses
When same expense is entered twice:
Check for duplicate entries before recording
Delete or void duplicate expenses
Implement controls to prevent duplicates
Train staff on proper expense entry procedures
Category Mapping Issues
When categories don't map to Chart of Accounts:
Check category settings in the Categories tab
Ensure all leaf categories have account mappings
Verify Chart of Accounts structure is correct
Update category mappings as needed
Best Practices
Receipt Management
Organize receipts effectively:
Photograph receipts immediately
Store physical receipts in organized files
Use cloud storage for digital receipts
Implement consistent filing systems
Expense Entry
Enter expenses promptly:
Record expenses within 24-48 hours
Use clear, descriptive expense descriptions
Include all relevant details and references
Attach all supporting documentation
Regular Review
Monitor expenses consistently:
Review expense reports monthly
Compare actual to budgeted amounts by Chart of Accounts category
Look for unusual spending patterns
Update budgets and policies as needed
Documentation
Maintain proper records:
Keep all receipts and supporting documents
Document the business purpose of each expense
Maintain clear expense descriptions
Store records according to legal requirements
Getting Help
Need assistance with expense management?
Review Understanding Expense Management for comprehensive concepts
Check Chart of Accounts for proper categorization
See Payment Methods for payment processing
Consult Financial Reports for expense analysis
Contact support for expense system functionality
Consider professional help for complex expense policies
Effective expense management helps you control costs, maintain accurate financial records, and make informed business decisions for your dive center operations.
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