🧾 Expenses, payroll & profit

Record what the store spends — rent, utilities, supplies, repairs, upgrades — and see what that leaves as profit.

Where to find it

• Open Reports, then the Expenses tab.
• Use the month arrows to pick a month — it opens on the current month.
• Filter the ledger by store or by category.

Months, not a rolling window

This tab is monthly: it opens on the current month and the arrows move you back and forward, so next month starts a fresh set. Payroll for the month is every payroll entry dated inside it — two payments in one month are added, not compared.

Adding an expense

• Tap Add expense and choose a category.
• Enter the amount and the date it was paid.
• Attach it to a store, or leave it company-wide.
• Record the payment method, who was paid, and a reference for the receipt.

Categories

Rent · Utilities · Supplies · Transport · Repairs · Store Upgrades · Wages · Other. Use Store Upgrades for modifications and improvements, so they stay visible instead of disappearing into Other.

Wages in the same ledger

Payments you record against an employee count as payroll. Wage entries added here use the Payroll kind, so the two never double-count in profit.

Costs & Profit

• Two profit lines, both inside the selected month: Cash profit counts stock when the money leaves; Margin profit counts it when the stock sells.
• Labour cost appears as a share of sales, so you can see whether wages are outrunning revenue.
• Cost per day is your average daily spend across the month.

Stock: bought vs sold

Every restock is recorded with what that batch cost, so the month can show two different figures. “Stock purchased” is the cash that left the till for stock. “Cost of goods sold” is what the stock you actually sold had cost you. They measure the same stock two ways, and each profit line uses only one of them, so a purchase is never counted twice. A month where you bought in bulk shows a big stock-purchased figure and a small cost of goods sold — that is expected, not an error.

Restocking records what you paid

When you restock a product, enter the total paid for that batch. Saflio records the purchase with its date and works out a weighted unit cost — old stock × old cost, plus this batch, divided by old stock plus the units added — so the cost per unit follows what you actually pay. That purchase shows up as Stock purchased in the month you recorded it.

• Enter the total paid for the batch, not the price per unit — Saflio divides it for you.
• A product with no cost set adds nothing to Cost of goods sold, which makes Margin profit look better than it really is. Set a cost on every product you sell.

What the figures do not include

• Stock purchased counts the date the restock was recorded, not the supplier's invoice date.
• Cost of goods sold is a weighted-average estimate, not a per-batch FIFO count.
• Only paid and completed sales count, and only this company's records.
• If part of the month cannot be loaded, the totals are hidden instead of shown — a wrong money figure is worse than none.
• Payroll is employee payments plus entries marked Payroll. Operating expenses never include stock.

Break-even

Break-even per day is what you need to sell to cover that day's costs, based on your average product margin. If your products don't have cost prices yet, the app tells you instead of guessing.