How to track business expenses without the month-end scramble

Capture documents when they arrive

Save or photograph receipts and supplier invoices before they disappear into an inbox, bag or camera roll. Keep the original document connected to the expense record.

Record consistent fields

• Supplier and document number
• Expense date
• Category and business purpose
• Currency, subtotal, VAT and total
• Notes needed for later review

Use categories consistently

Choose a practical set of categories that reflects how you review the business. Avoid creating a new category for every supplier. When treatment is unclear, flag it for your accountant instead of guessing.

Review expenses every month

Compare recorded expenses with bank or card activity, check missing documents and investigate duplicates. A short monthly review is easier than reconstructing an entire year.

Use AI to accelerate entry, not remove review

An AI expense scanner can extract supplier, date and totals, but you should confirm the result before relying on it.