Expenses and accounting

1. Click + Expense («+ Gasto»), at the top right (on a computer the N key works too).
2. Type the amount.
3. If you are the owner, choose Business or Personal.
4. Tap the category. The ones you use most come first. If the category has subcategories, «Si quieres, afina:» (refine it if you like) appears.
5. Click the button at the bottom, which shows "Save" with the amount and category.

Everything else is optional: 📷 Photo of the receipt, the date (today by default) and a Note (optional). After saving, a message lets you click Undo («Deshacer») for a few seconds in case you made a mistake.

1. In the Ventas («Sales») menu you will see Gastos personales («Personal expenses»). It is the only thing in that group that opens without the Suite; the rest shows a padlock.
2. Only the owner sees it. Employees cannot get in.
3. Click + Gasto, type the amount, tap the category and save, just like in Record an expense in three taps. Everything here counts as personal, and you can add the date and a note.
4. You will see the month summary and the list of your expenses. Without the Suite you do not get the accountant CSV, AI ticket reading, recurring expenses or the invoices area, and you cannot edit or delete what you have already recorded.
5. Company expenses, invoices and recurring costs come with the Suite.

1. Open + Expense and fill in the amount and category.
2. Under «¿Se repite?» (does it repeat?) choose Every month («Cada mes») or Every year («Cada año»).
3. Save. The expense is also added to your fixed costs, and each month you get a reminder to record it with one tap.

1. In + Expense, choose Business and click With invoice («Con factura»).
2. Click 📷 Read invoice («Leer factura») so the AI fills in the details from the photo or PDF, or type them yourself: Supplier («Proveedor»), Tax ID («NIF»), VAT % («% IVA») and Base before VAT (if you know it).
3. If the invoice carries a withholding, enter it under Income tax withholding («Retención IRPF»: 0, 7, 15, 19 or any other percentage). Below you see the sum: base, VAT, withholding and total.
4. Set the deductible % («% deducible»: 100, 50, 0 or whichever applies).
5. Choose Paid («Pagada») or Pending («Pendiente»). If Pending, set the date in Due on («Vence el»).
6. Save. If you do not have the invoice at hand, choose Without invoice («Sin factura»): it is saved as an expense without VAT.

1. In the invoice area, drop your PDFs or photos, or click to choose files. You can upload several at once.
2. The AI reads each one and leaves it in 📬 To review. Invoices you forward to the address shown in that area also arrive here; use the Copy button.
3. Click a row to open the review: the original invoice on one side («Ver factura» / «Ocultar factura» to show or hide it) and the data on the other: Supplier, Tax ID, Invoice no. («Nº factura»), Date, Base, VAT % and Total.
4. Correct anything that is wrong and click Save expense («Guardar gasto»), or Discard («Descartar») if it is not one of your expenses. When you finish you move on to the next one.
5. If you see «⚠️ Puede estar repetida» (may be a duplicate), check you have not recorded it already.

Files can be up to 4 MB. A large photo is shrunk automatically; a PDF larger than that is not accepted.

1. Fixed costs this month lists the recurring ones you have not yet recorded.
2. Click ✓ next to a fixed cost to record it for that month, without an invoice.
3. To create, change or retire fixed costs, click Manage fixed costs («Gestionar fijos»).
4. + Fixed («+ Fijo») opens the form: Name, Amount, Every (month or year), Day, Month (if yearly), Business or Personal, and Category. Save with Save fixed cost («Guardar fijo»).
5. Each fixed cost has Edit and Retire («Dar de baja»). Retiring does not delete what was already recorded; Reactivate brings it back.

1. In the All expenses list, click Categories («Categorías»).
2. Tap a name to rename it. Use + Category or + Subcategory to add your own.
3. The eye (👁) hides a category you do not use. Nothing is deleted: its expenses keep counting where they were.
4. For business categories there is a drop-down with the account your accountant uses for each one. If you are unsure, ask them before changing it.

1. In All expenses, use From («Desde») to pick the start date and Search supplier or concept to filter.
2. Click Edit on a row to change its details, then Save expense.
3. The × button deletes the expense, asking you to confirm first.
4. Move to personal («Pasar a personal») takes the expense out of your accounting; Move to business («Pasar a empresa») brings it back, without an invoice. Only the owner sees this.
5. + By hand («+ A mano») creates a full expense, and 📷 Upload receipt and let the AI read it fills the form from a photo.
6. CSV for your accountant («CSV para la gestoría») downloads the list as a file.

1. Open Personal → My personal expenses (owner only).
2. At the top you see the year's total, the Monthly average («Media al mes») and the Biggest category («Categoría que más pesa»). The year arrows change the year.
3. Below are Month by month («Mes a mes»), By category («Por categoría») and By country («Por país»; expenses with no country show as «Sin país»).
4. Record an expense («Apuntar un gasto») takes you to Expenses. Personal items never enter the business accounting.

1. Open Bank and click Import statement (CSV) («Importar extracto (CSV)»). Use the CSV file you download from your bank's website (date, description, amount and balance). Uploading the same file again duplicates nothing.
2. When it finishes you see how many movements are new, how many were already there and how many were reconciled automatically.
3. Switch between Unreconciled («Sin conciliar»), Reconciled («Conciliados»), Ignored («Ignorados») and All («Todos») to see each group.
4. On an unreconciled movement click Reconcile… («Conciliar…»). For money coming in, choose which invoice it pays or an already recorded payment. For money going out, choose which expense it is.
5. If the movement has nothing to do with your business, click Ignore («Ignorar»). Undo («Deshacer») puts it back as it was.
6. The CSV button downloads the movements.

1. Open Accounting and choose the year and the quarter (T1 to T4). If you have several companies, choose the company first.
2. VAT for the quarter (for form 303) shows the VAT on your sales, the VAT on your expenses and the difference.
3. Result (income minus expenses, before VAT) and Cash flow (what has really come in and gone out) complete the picture, month by month.
4. If «⚠️ … movimientos de banco sin conciliar» (unreconciled bank movements) appears at the top, reconcile them in Bank before trusting the numbers.
5. At the bottom you can download the Issued invoices book (CSV), the Expenses book (CSV) and the Bank movements (CSV) for your accountant. They file the return; this screen only gathers the totals.

In Sales settings you first pick the Issuing company («Empresa que emite»; + Add company creates another) and then work by tabs. In the first five tabs, a single Save changes («Guardar cambios») saves everything you touched; Undo discards it.

• Company («Empresa»): legal name, tax ID, trade name, address, contact and Use this company by default.
• Brand («Marca»): Upload logo (PNG or JPG), the colour and the invoice design (Classic, Modern or Minimal). On the right you see how your customer will see it in the email.
• Invoices («Facturas»): language, design, days to pay an invoice, days a quote stays valid, default terms and legal footer. The Numbering series and the Taxes are here too.
• Payments («Cobros»): your IBAN and bank transfer instructions, the Overdue invoice reminders (which channel and how many days after the due date) and the card payment connection, if available.
• Emails («Correos»): who signs your emails and the Notices for you.
• Products («Productos»): what you can pick when you make a quote or invoice line. Add them with + Add product or bring them in with Import from my catalogue; Price and Remove change them. Mark as recurring the ones charged by instalment.
• **VERI*FACTU:** only shows the status. If it is not active yet, our support team turns it on when the time comes; you do not need to do anything.

The number of each invoice is assigned when it is issued and is never repeated or skipped. Do not change the «next» number in a series unless you are starting a series you already used in another program.