Tracking Studio Expenses

The Expenses page is where you log what your studio spends: sheet music, rent, utilities, instrument repairs, software, travel, and more. Owners and admins find Expenses in the menu.

Expenses has its own totals and CSV export. To see what you kept, subtract the Expenses total from the Income Report total for the same dates.

The Expenses Page

The page header reads Expenses, with "Track and manage your studio expenses" below it and two buttons: Export CSV and Add Expense.

Under the header, category summary cards show the totals for the current filter: one card for each category that has spending, plus a Total card. The cards update when you change a filter.

Use the filters to narrow the list:

• Category - one category, or All Categories
• Date Range - This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, All Time, or Custom Range, which adds From and To dates

A Reset Filters button shows after you change a filter. The list starts at the current year and shows 25 expenses on each page.

Adding an Expense

Click Add Expense to open the form, and fill in:

• Date - when you paid
• Category - Sheet Music, Instrument Maintenance, Rent, Utilities, Travel, Marketing, Supplies, Professional Development, Software, Insurance, or Other
• Amount ($) - more than $0.00
• Vendor (optional) - for example, the store or supplier
• Description - required; a short note on what you bought

Click Add Expense to save. The new expense shows in the list, and the summary cards update.

Attaching a Receipt

Each expense row has a Receipt column. On a row with no receipt, click Upload and choose a JPG, PNG, or PDF file of 10 MB or less. An iPhone often saves photos as HEIC, so save the photo as JPG first. After the upload, the column shows View, which opens the receipt in a new tab.

A receipt stays on its expense after you upload it, so check that you picked the right file.

Editing and Deleting

Each row has an Actions menu:

• Edit opens the form with the expense details filled in
• Delete asks you to confirm, then removes the expense

Click the Date or Amount column header to sort. Sorting puts the 25 rows on the current page in order.

Exporting to CSV

Click Export CSV to download a spreadsheet of the expenses that match your filters. Use it for your taxes, for your accountant, or as a backup outside Trio.

Related

• Reports - the Income Report shows the payments you received
• Invoices - the money that comes in from families
• Owner Settings - set your studio's date format