Help/Accounting/Expenses and revenue

Check expenses and revenue

Every receipt you scan lands in Expenses or Revenue. Look through them now and then, and fix anything that was filed in the wrong place. Your P&L, balance sheet and GST F5 update by themselves.

Screenshots use a fictional business and figures. Select an image to view it full size.

The list

  1. Go to Expenses. It opens on Year to Date; press that button to pick another period, such as Last Month or Last FY.

    Expenses summary: total expenses S$187,822.40 over 175 receipts, average S$1,073.27, top category Salary.
    The totals for the period you picked. Open full size

  2. Below the charts is every receipt, newest first, grouped by month. Payroll and depreciation appear as one line a month; press it to see who or what is inside.

    The Expense Receipts table for October 2026: DBS Bank, depreciation, payroll, Lalamove, Singtel, SP Group, Jumbo Seafood, supplier receipts, a Lazada receipt marked Owner paid, an unpaid Hollandse Flowers bill, a Shopify receipt in US dollars, and the shop rent.
    October’s expenses. Tags show a bill not paid yet, something the owner paid for, and a receipt in US dollars. Open full size

  3. Type in the search box to find a receipt by shop, amount, an item on it, or date. A search only looks inside the period you picked; the line under the box offers to search all dates.

  4. Press a receipt to see its line items. If you are GST-registered, the line items show the amount before GST.

    A Hollandse Flowers receipt opened, showing three line items: red roses, orchids, eucalyptus and fillers.
    One receipt, three line items. Open full size

Anything the scanner was not sure about, such as a missing date or a possible duplicate, is listed under Needs Attention at the top, with buttons to fix it.

Fix a receipt

  1. Press the pencil on the row. The date, shop, category and amount become boxes you can change. A receipt with several line items is changed line by line underneath.

  2. Make your changes, then press Review & Save in the bar at the bottom of the page.

    Editing the Hollandse Flowers receipt: date, shop and category boxes, the Paid question set to Paying later with a due date and a Mark as paid button, a Move to assets button, the currency box, and three editable line items.
    Everything about one receipt, in one place. Open full size

  3. If you change a category, SME AI Office may ask Always file this shop the same way. Press Yes, remember and the scanner leans that way next time. It never learns on its own.

Other buttons on a receipt you are editing:

Most receipts are paid from the business bank account, and that is what SME AI Office assumes. If not, open the receipt and change Paid from to Cash or Owner’s own money. Your balance sheet then takes it out of the right place; your P&L does not change.

For a bill you have not paid yet, choose Paying later and set the due date. When the money goes, press Mark as paid and say the date and where it was paid from.

Revenue

The Revenue tab works the same way, for money coming in: sales summaries, payment reports and anything you add with Add Revenue. Paid invoices, bookings and online shop orders appear here by themselves.

Revenue summary: total revenue S$270,684.41 from 32 receipts, top category In-person Sales, a bar chart by month and a doughnut chart by category.
Revenue by month and by category. Open full size

Your own categories

Press Categories on either list, or go to P&L Settings in the sidebar.

P&L Settings: the list of expense categories with switches, a custom category called Event Props and Displays, Professional Services switched off, and three shops the scanner has been told about.
A florist’s own category for event props, and one category switched off. Open full size

Exchange rates

Receipts in another currency are converted at the rates at the bottom of P&L Settings. Change a rate and press Save rates. Back to defaults goes back to SME AI Office’s rates.

Exchange rates: US dollar set to the business’s own rate of 1.3, the other currencies on SME AI Office defaults, and a note to keep the same rate for the whole year.
Pick one rate at the start of your financial year and keep it. Open full size

A new rate only applies to receipts scanned after you save it. Everything already recorded keeps the rate it was converted at.

Questions

What is COGS?

Cost of goods sold: what you paid for the things you sell, such as fresh flowers for a florist. It is kept apart so your P&L can show your gross profit.

Can I delete a receipt?

Yes, press the pencil and then the bin. It comes out of every report. If it was a duplicate, use the buttons under Needs Attention instead, which keep the right copy.

Can I download the list?

Press Export CSV. You get exactly the rows on screen, for the period and search you picked.

Next: Profit and loss · ← Accounting