Skip to main content
Expenditure: advanced guide

Become an expert on how to manage expenses in Holded.

Camilla avatar
Written by Camilla
Updated over a week ago

Add suppliers and their preferences

If you have already created contacts in Holded, you will be familiar with this process. To add your suppliers and their preferences, you just need to fill in the fields in each of the available tabs.

  1. Access Contacts from the navigation bar

  2. Click on New Contact

  3. Select whether it is a Person or a Company, and indicate their Name and Tax ID number.

  4. Complete the fields in the Basic tab. From the dropdown under Contact Type, you can select the Supplier option.

  5. Go to the Banks tab to add the bank information . This step is very important to be able to generate payment remittances with the contact.

  6. Fill in all the fields in Preferences to establish the particularities of each supplier.

  7. Enter all the accounting information from Accounting

  8. To finish, click on Create

2. Set spending targets

Defining your annual or monthly spending targets is essential to get a true picture of your company's financial situation and be able to establish short-term forecasts. From Holded you can assign your targets by expense account, using fixed or incremental values.

  1. Go to Targets from Analytics in the navigation bar.

  2. Click the Assign Targets button at the top right

  3. Select Spend

  4. Choose between monthly or annual targets

  5. Find the expense account you want to set targets for in the list on the left hand side

  6. Enter the amount you are aiming to achieve in the relevant year or months in the right hand columns

If you need to set the forecast based on data from the last few months, click on the magic wand icon and set more precise forecast values, such as increase, decrease, date and amount.

3. Add Tags

Tags, or labels, allow you to mark items for easy reference and analysis. Create and assign them according to your needs.

  1. Click on Add Tag

  2. Name the tag as you see fit.

  3. Click on the Create button

Tags must always be in lower case and without symbols, accents or spaces.

4. Reconcile the payment of an expense or purchase

Bank reconciliation allows you to account for all payments and receipts on your bank statement so that the data about your business is accurate.

  1. Go to Banks

  2. Select the account you want to do the reconciliation on

  3. Click the Go to Reconciliation button

  4. From Bank Statement, click on the transaction you want to reconcile

  5. Go to the section that appears on the right hand side of the screen

  6. Filter by Payments

  7. Select the corresponding document to perform the reconciliation.

5. Delete an invoice collection

To avoid mismatches, deleting the payment of a purchase invoice will also delete the related accounting entry.

  1. Access Expenses from the navigation bar

  2. Select Expenses

  3. Choose the invoice from the list

  4. In the pop-up window, go to the Payments section on the right hand side

  5. Click on the recorded payment

  6. Click on the bin icon

  7. Confirm the action

6. Create a recurring expense or purchase

There are suppliers who invoice their customer every month, quarter, semester or year for the same products and amount. Holded offers you the possibility to create recurring invoices once and then automatically generate them periodically.

  1. Activate the recurring purchases gem from the Holded Store

  2. Go to Expenses, select Expenses and go to the Recurring Purchases tab.

  3. Click on the + button in the upper right corner

  4. Fill in the basic data (contact, interval, start and end date, and the expiration period)

  5. Enter the item, description, quantity, price and taxes

  6. Click on the Options button to access advanced options (discount, document mode, etc.)

  7. Open the dropdown under Categorisation to select and assign an expense account

  8. Add Tags and an internal description

  9. Use the selector under Create Automatically to have purchases automatically generated on the day of their date. These will be marked as a draft for you to review.

  10. Click Save

7. Convert a recurring purchase into an invoice

In case you want to perform this action before the period or date you entered when scheduling the recurring purchase, you can convert your draft recurring purchases into purchase invoices.

  1. Click on the recurring purchase from the listing

  2. From the Summary panel, click on the period with the purchase you want to convert.

  3. In the pop-up window, click on Convert and confirm the action.

8. Delete the recurring invoice and expense

You can easily delete the recurring purchase you have generated, as well as the invoice you have converted it to.

  1. Go to Expenses, select Expenses and go to the Recurring Purchases tab.

  2. From the list, go to the document you want to delete.

  3. Access the three-dot menu(⋮)

  4. Click on Delete and confirm the action

The steps to delete invoices resulting from the conversion of recurring invoices are the same as for deleting an expense or one-off purchase:

  1. Check the box to the left of the invoice in the list.

  2. Click on Delete from the bottom bar

  3. Confirm the action

9. View spending targets

Holded provides you with a graph so that you can easily view the total target set for expenses and the progress of your business with respect to it.

  1. Go to Targets

  2. In the top right corner of the graph choose the visualisation that suits you best.

Click on the eye icon to filter the data you want to visualise.

Did this answer your question?