Expenses & bank

Record what you spend, keep a running bank balance, and know where each kind of money you take actually lands.

Log an expense

Open Expenses (or add one straight from the dashboard shortcuts) and tap Add expense.
Fill in the description, category, amount, date and vendor. Attach a photo of the receipt — it opens full-size later, beside the row, when you need to check it.
Save it as awaiting payment, or Save & mark paid if the money has already gone.

Marking an expense paid is what moves money. A cash expense is paid out of the till, so the drawer must be open with enough in it; a bank transfer expense is deducted from the account you pick. A paid expense locks its amount and method — undo “paid” to change either.

Bank accounts

Under Finance → Bank, add each account you actually use, with its name, bank and number.
Mark one as the designated account. It is the one the app reaches for by default when something has to land somewhere.
The balance is a running tally of everything FoodFlow has posted — it is not a live feed from your bank, so it is worth setting an opening figure and reconciling against a statement now and then.

Where each payment lands

This is worth reading once, because it is the difference between a balance you can trust and a number that is confidently wrong.

Cash → the till, on the sale. See The cash drawer.
Bank transfer → your designated account (or the account the branch actually showed the guest).
PromptPay → the account whose PromptPay ID matches the one the guest scanned. Add that ID to the account under Finance → Bank; without it FoodFlow will not guess which account the QR fed, and the sale posts nowhere.
Gift cards → the tender taken when the card is issued is posted; redeeming a card later is not new money, it is the liability being used up.
Card → deliberately not posted. Your acquirer settles a batch a day or two later, net of fees, so recording face value on the sale date would be wrong in both the amount and the date.

Money arriving can open a till by itself, so cash is never untracked. Money going out never does — a wage paid from a drawer nobody opened would post into a session invented for the purpose, so it refuses instead.

Moving cash to the bank

Use Bank transfer — on the Cash screen or under Finance → Bank. It is the only path between the till and an account, and it writes both sides in one go so they can never drift apart. A cash drop is a different thing: it moves takings to the safe, not to the bank.

Tax invoices

The third tab lists tax invoices issued to guests who asked for one, searchable by number or customer. More on issuing them in Payments & receipts.

Expenses and profit

Paid expenses come off your net profit on Reports. Waste is shown beside profit rather than subtracted from it — that stock was already an expense when you bought it, and taking it off again would count the same money twice.

Who can see it

Finance is owner-only. Managers run operations; the books stay with the owner.

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