Finance, payments and invoicingExpenses and current accounts2 min read

Adding, Editing, and Reporting Clinic-Wide Expenses

How to record clinic-wide expenses such as office, laboratory, service, and cleaning costs, then edit and report them.

Updated 12 August 2026

You can record clinic-wide expenses, such as office, laboratory, service, or cleaning costs, using two different methods.

🧾 Method 1: Adding an expense from Profile

Steps:

From the left menu, click Profile > Add Expense.
In the window that opens, fill in the amount, currency, description, and payment status fields.
Save.

🧾 Method 2: Adding an expense from Current Accounts

Steps:

From the left menu, go to Settings > Current Accounts.
Click the "Add Finance Transaction" button in the top-right corner of the page.
In the window that opens, fill in the amount, currency, description, and payment status fields.
Save.

Medicasimple Current Accounts actions for creating an account or adding a finance transaction.

💡 If the "Paid" option is enabled, the system automatically creates two separate transaction records:

Expense record → the expense itself
Payment record → the payment for that expense

This is expected behavior and keeps financial reports balanced correctly.
If you only want to see paid transactions in reports, use the "Movement Type: Payment" filter.

Medicasimple Add Finance Transaction form with expense amount, currency, category, dates, payment status, and description fields.

✏️ Editing an expense transaction

Steps:

Open the relevant organization from the Current Accounts screen.
Find the transaction you want to edit in the transaction list.
Scroll to the right and click the pencil icon (✏️).
Update the amount, date, or description.
Save → the new values are reflected immediately.

Example:

1,000 GBP → changed to 2,000 GBP
26 August → updated to 27 August

Medicasimple Current Accounts List showing laboratory balances and edit controls.

🗑️ Deleting an expense transaction

Steps:

Find the record you want to delete in Current Accounts or Account Movements.
Click the trash icon (🗑️) on the right.
Select Delete on the confirmation screen.
The transaction is removed completely, and the relevant balance is updated automatically.

📊 Tracking from the Account Movements tab

All expense, payment, and in/out transactions are listed here.
You can easily find the record you need with the date filter.
Edit → the amount or description can be changed.
Delete → the transaction record is removed completely.

Medicasimple Current Accounts dashboard showing financial totals, search, advanced filters, and account actions.

📊 Tracking from the Expense Report

All expense, payment, and in/out transactions are listed here.
You can easily find the record you need with the date filter and other filters.

Medicasimple Expenses Report showing a date filter, transaction totals, expense distribution chart, and expense type summary.

⚠️ Important note

Be careful when deleting expense transactions; deleted records are removed from your reports and current account balances.
Whenever possible, prefer editing instead of deleting.

Keep going

Related guides

All guides →

Expenses and current accountsExpense ModuleRead guide →Expenses and current accountsAccounting ModuleRead guide →Expenses and current accountsAdding an Expense to a TreatmentRead guide →Expenses and current accountsCurrent AccountsRead guide →