Track expenses and GST

Expenses in the sidebar is where the money going out is recorded. Each expense carries a tax code, so the GST is split out for you, and a receipt if you attach one. Your TrainerStack subscription is recorded here automatically each time it is charged, so that one is never missed.

Add an expense

1. Open Expenses in the sidebar and click Add expense.
2. Enter what the expense was for, for example "Dumbbell set", "Gym rent" or "Canva subscription", and the Supplier, who you paid.
3. Enter the amount including GST.
4. Choose the Tax code: GST (10%), GST-free, Input-taxed or No GST. For GST (10%) the GST component is worked out from the amount; for the others the form says "No GST on this expense."
5. Choose a Category: Equipment, Software & Subscriptions, Travel & Vehicle, Marketing, Education & Certification, Rent & Facility, Utilities, Insurance, Professional Services, Stock & Supplies or Other. Leave it as Uncategorised if none fits.
6. Set the Date.
7. Under Receipt / invoice, upload the receipt as a PDF, JPG or PNG up to 2 MB.
8. Add Notes for anything your accountant should know, then click Add expense.

See a period

• The tiles at the top show Total spend, GST included and Entries for the current filters.
• Choose 30 days, 60 days or 90 days, or set a From and end date for a quarter or a financial year.
• Filter by category, or search by what it was for or the supplier.
• Click an expense to edit it, or open its receipt.

Export for your accountant

1. Set the date range and any category filter you want in the file.
2. Click Export expenses to CSV. The file is named with your business name and the date range, for example "Jordan Bass Coaching expenses-01/07/2026 to 30/09/2026.csv".
3. The CSV lists every expense with its date, supplier, category, tax code, amount and GST, followed by totals per category. Send it to your accountant as it is.

Revenue exports separately from My Analytics with Export revenue, so your accountant gets both sides.

If it is not working

• "Receipt must be under 2MB." Resize the photo or export the PDF at a lower quality, then try again.
• "No expenses to export for the current filters." Widen the date range or clear the category filter; the export only includes what is listed.
• GST shows as zero. The tax code is not GST (10%). Edit the expense and change it if the supplier charged GST.
• An expense is missing from a quarter. Check its date; the export follows the date on the expense, not the day you added it.