Expense Module
Record, categorize, and track clinic expenses so outgoing payments stay connected to day-to-day financial reporting.
Updated
Expense Module
The Expense Module in Medicasimple helps clinics record, categorize, and track every outgoing transaction; from supplier invoices to daily operational costs.
By keeping all expenses organized and linked to relevant accounts, you ensure transparency, accurate reporting, and seamless reconciliation at the end of each day or month.
What You Can Do
Record and monitor all clinic expenses in a structured way.
Link each expense to specific institutions (Current Accounts) or expense categories such as Rent, Supplies, etc.
Track outstanding debts and completed payments side by side.
View overall expenses, payments, inflows, and outflows at a glance.
Export financial data for reporting, audits, or accounting.
How It Works
Accessing the Expense Module
Go to Settings → Institution Settings → Expense Movements or directly to Reports → Financial Reports.
The upper section shows overall totals (Expenses, Payments, Inflows, Outflows).
The lower list displays all recorded expense transactions, which can be filtered by date, category, or institution.
Adding a New Expense (Debt Entry)
Click “Add Expense” → Expense.”
Fill out the following fields:
Expense Title – e.g., “Lab Supplies – October.”
Category – Rent, Laboratory, Marketing, Utilities, etc.
Institution – Optional; link the expense to a supplier or partner.
Date – The invoice or transaction date.
Amount & Currency – Specify the total value and currency type.
Payment Type – How the expense will be paid (Cash, Bank Transfer, Card, etc.).
Description – Add notes like invoice numbers or explanations.
Click Create. The expense appears as a debt, awaiting payment.
Recording a Payment for an Expense
Open the related record and click “Add Transaction → Payment.”
Enter:
Transaction Type: Payment
Amount: (e.g., $1,000)
Description: (optional)
Save — the remaining balance will update automatically.
Editing or Deleting an Expense
To edit, locate the transaction and click the ✏️ icon. Update the amount, date, or description.
To delete, click the 🗑️ icon → confirm deletion → the balance updates immediately.
Tracking & Reporting
View all expense and payment history under Settings → Expense Movements or Reports → Financial Reports.
Filter results by date range, doctor, category, or payment type.
End-of-day reports display these as cash outflows for easier reconciliation.
Notes & Best Practices
Record expenses the same day they occur for accurate daily balance tracking.
Regularly verify that expense totals match your bank or POS reports.
Use consistent Finance Categories to keep reports clean and structured.
Review outstanding expenses weekly to maintain a clear financial overview.
Summary
The Expense Module ensures every outgoing transaction from rent to supplier invoices; is recorded, categorized, and reconciled within Medicasimple.
With linked institutions, real-time tracking, and exportable reports, it provides complete visibility into your clinic’s financial outflows and strengthens accounting accuracy.