Expenses

Expenses shows three figures: Spent this month (net of credits), a middle figure and Biggest category. Before the 7th of the month the middle figure is Last month: last month's total, because it is too early for a projection. From the 7th it is Projected this month: what you spent so far, plus one-off spending for the days left at last month's pace (this month's, when last month has no entries), plus the recurring entries still due before the month ends.

Below the figures, the All entries tab lists individual entries and the Recurring tab lists the repeating rules. Search matches description, category and vendor, and the month picker beside it (All months, or one month that has entries) narrows the list to that month. The line beside them says how many entries are showing and their total, net of credits. For example, search for filament and pick September, and that line shows what you spent on filament in September. Import CSV loads entries from a CSV file. Deleting from the lists is for owners and admins.

New expense asks for a type (an expense, or a credit such as a refund or rebate that offsets spending), the amount, a category, the date, a description, an optional vendor (who you paid, or who refunded you) and notes, and saves with Add expense. You can attach receipts on the new entry itself (see Attaching receipts). Credits reduce the month's total, so a refund lowers what you spent.

The categories are fixed: Filament, Hardware, Electricity, Software, Shipping, Marketing, Maintenance, Fees and Other. They drive Biggest category, the expense-by-category summary the assistant can read, and the Expenses by category card on the Reports page (Pro and Farm), which shows the spend per category for any date range. Pick the closest; Other is fine for anything that does not fit.

Switch on Recurring on a new entry to make a rule instead of a one-off entry: it takes a start date and an interval (a number of days, weeks, months or years). FoxTrack posts an entry for each due date automatically when someone opens the app, and the rule then waits for the next date.

Rules live on the Recurring tab, where you can edit, pause or delete them; changes apply from the next posting. A paused rule posts nothing. Setting it back to Active starts it again from today: the dates it was paused for are skipped, not posted, and the form says when the next entry posts. A start or next run date in the past on an active rule does post every date already passed, at once; the form says how many before you save. Posted entries are ordinary expenses and can be edited like any other.

Add receipt attaches images or PDFs. On a new entry you can add up to 3 files at 5 MB each; they upload when you press Add expense. On a saved entry, open it and add more, up to 5 MB each. Receipts are listed on the entry and can be opened or removed later; removing one asks first, because the file is deleted for good. Receipts are stored privately in your workspace and are not part of CSV exports.

With an AI provider connected under Settings → AI and the Analyze images permission on, the expense form's scan reads the first attached image (a photo or screenshot, not a PDF) and fills in vendor, date, amount, category and description for you to check before saving. In the assistant chat, attaching a receipt does the same and offers an Open as expense draft button. If the scan cannot read the receipt it says so and you fill the fields in by hand.