Tracking Expenses

Use the Expenses Workspace

Go to Expenses 1. Narrow the list with filters like date range, category, vendor, division, or search 1. Work through the action bar for missing receipts, pending review items, duplicates, or other cleanup tasks

Add an Expense

Click Add Expense 1. Choose Manual entry or upload a receipt to extract details automatically 1. Confirm the amount, date, vendor, description, and account or category details 1. Add the division, payment method, tax context, or receipt file if needed 1. Click Save Expense

Expense payment methods are shared by the active workspace. Names must be unique there, and one active method can be the default. Choosing a new default replaces only that workspace’s prior default. If a method has already been used, removing it deactivates it so historical expenses keep their payment evidence. An optional posting account must come from the same workspace.

Import a Spreadsheet

Choose Add Expense → Import spreadsheet, map the required columns, and resolve every category before importing. Eclipse validates each selected category and posting account inside the active workspace.

Imported rows stay pending and appear in the Review Queue. Confirm the review item to post the expense through the normal ledger-backed approval flow; importing a row does not approve or post it automatically. If some rows cannot be imported, the completion screen reports the successful and failed rows separately so you can correct and retry only the failures.

Forward by Email

Each workspace can also use a secure forwarding inbox from Settings → Expenses. Forward supported receipts, vendor bills, or vendor credit notes to that inbox and Eclipse will route the document into the approvals flow.

org workspaces share one active inbox across current members
the readable label can be renamed without removing the random suffix
rotating the inbox retires the old address immediately
admins can optionally notify current org members when the inbox changes

Vendor-invoice PDFs with up to five pages are read across every page and keep page-count evidence in the review item. If a PDF is larger or cannot be rendered, Eclipse keeps the original attachment and sends the item to high-priority manual review instead of treating it as a successfully extracted one-page invoice.

What belongs here

Use the expenses workspace for:

manually entered bills and purchases
receipt-backed expenses
imported spend that still needs categorization
donation tracking in the dedicated donations tab
bulk cleanup for categories, vendors, and duplicates

Duplicate review stays inside the active company. Ignoring a suggestion marks only that review group; Eclipse does not use the legacy automatic merge that deleted records without safely reassigning their accounting and relationship history.

Vendor detail keeps contracts and 0–10 delivery, quality, and price scores inside your organization. Contract end dates drive reminders at 30, 14, 7, 3, and 1 day before expiry; retries use the same delivery key so a repeated job does not intentionally send another copy. Expired non-renewing contracts move to expired automatically. Vendor merge atomically moves organization-owned operational records to the kept vendor, archives the duplicate, preserves conflicting score and W-9 evidence, and records replay-safe audit history.

Vendor CSV import validates the complete file before making changes. If any row is invalid, no vendors are imported; a corrected retry commits the whole batch once. Templates, imports, and exports omit Tax IDs because full taxpayer identifiers belong only in the secure W-9 workflow.

Vendor defaults and requirements are shared by the active organization. Simultaneous first saves preserve both partial changes, while an exact replay leaves the existing row and audit history unchanged.

Categories and consistency

Categories are more useful when you keep them stable. Eclipse can help, but the biggest quality jump comes from using the same category and account mapping for the same kind of spend every time.

Each category and its fixed or dynamic account mappings belong to the active workspace. Eclipse saves the category and its full mapping set together, rejects posting accounts or parent categories from another workspace, and prevents duplicate names after trimming and capitalization differences. A custom category that has never been used can be deleted; system categories and categories referenced by accounting or workflow history must be deactivated so prior records stay explainable.

Category management can export the current list or import a CSV template. Each imported category needs a canonical type and the code of an active expense or COGS account in the current workspace; optional parent category IDs must also belong to that workspace. The import reports successful and failed rows separately. Fix failed rows and retry them instead of uploading the successful rows again.

Typical examples include:

supplies
equipment
software and subscriptions
travel
meals
professional services
shipping or fulfillment-related spend

When Eclipse suggests a learned category or account from prior expense history, the suggestion includes confidence, source evidence, the accounting action, ledger-posting guardrail, undo/reversal path, and audit posture before you apply it. Eclipse records shown and edited suggestion events without storing the raw suggestion text.

Approval detail also shows accounting guardrails before a reviewer posts or approves: posting destination, period-lock handling, receipt evidence, duplicate risk, and the expected ledger result stay visible beside the resolve fields and supporting source data.

Recurring Spend Monitor

The Subscriptions & Recurring view now acts more like a real recurring-spend monitor instead of a simple expense detector.

It helps by:

grouping approved expenses into recurring charge patterns
cross-checking those patterns against connected bank transactions
flagging bank-detected recurring charges that are not yet tracked in expenses
surfacing upcoming charges and price changes in one place

If a recurring charge appears in banking but not in your expense history yet, the monitor calls that out so you can review the transaction and decide whether to log, categorize, or ignore it.

COGS Watch

If your business has direct costs that should reduce gross margin, keep those expenses mapped to a COGS account or category instead of a normal operating expense.

The COGS Watch strip on the Expenses page helps by:

learning which vendors and categories your workspace already treats as direct cost
flagging recent expenses that look similar but are not booked to COGS yet
letting you apply the suggested COGS category and account in one click

When you reclassify a direct cost this way, Eclipse now updates the dashboard gross margin and monthly P&L calculations to treat that spend as cost of revenue.

If no direct-cost category is linked yet, the setup flow now opens a guided category screen that starts a new COGS category for you and narrows the account picker to direct-cost accounts.

Receipts and follow-up

Receipts matter most when they answer questions quickly later. Add them when:

the charge needs audit support
the description is unclear from the transaction alone
the purchase may matter for tax or reimbursement review
you want teammates to understand the expense without asking around

Supported upload formats include common receipt and document types such as PDF, PNG, and JPG.

Mileage setup is shared by everyone in the active workspace. Saving a home location or routing preference does not create personal copies, concurrent saves preserve each other, and one active default location is kept per carrier. Carrier locations plus cached driving distances stay inside that organization, and every successful configuration change is recorded with the setting or carrier update. Distance refresh is available only when the workspace has a home location and the server-side map service is configured.

Each manual mileage submission creates its own trip record, even when another trip uses the same date and carrier. If a save is retried because the connection drops, Eclipse safely returns the original trip instead of making a duplicate. Enter one-way miles and choose whether the trip was round-trip; Eclipse doubles the distance only for round trips. Submitting a trip to the official vehicle log creates and links one entry even if the request is repeated. Deleting that official entry clears its linked shipping-trip reference through the database relationship.

Veeqo mileage CSV confirmation saves the import, trips, package evidence, and audit history together. Retrying the same import—even with a renamed file—returns the committed result. When a later export overlaps an earlier one, Eclipse adds only shipment rows it has not already claimed; existing packages are shown as skipped rather than counted again.

Reporting impact

Well-categorized expenses improve:

profit and loss reporting
expense breakdown reports
tax preparation
month-end review
vendor and spending analysis

Learn more about financial reports.

Donations

The Donations tab lives alongside the main expenses workspace so charitable contributions and their supporting documents can be tracked separately from operating spend.

Cash, check, and card donations are saved for review and need an expense account plus a mapped payment source before posting. For property, stock, and other noncash gifts, enter fair value, book value, and the accounts used to remove the asset. When fair value differs from book value, select the disposal gain or loss account shown by the form.

Eclipse records contribution expense at fair value, removes the asset at carrying value, and recognizes the difference as a disposal gain or loss. It does not calculate the allowable tax deduction. Keep acknowledgment and appraisal documents with the donation and confirm tax treatment with your tax professional.