# Entries and bills

Day-to-day Finance lives in four screens: **Entries**, **Bills to pay**,
**Recurring expenses** and **Categories**.

## Entries

**Finance > Entries** has everything that came in and went out, with the
automatic lines (each day's sales and fees, refunds, subscription and
commissions, with the **Automatic** badge) and your own entries.

![The entry list with the automatic and the manual ones](shots/finance-entries.webp)

### Enter an expense or an income

1. Click **New entry**.
2. Pick expense or income, the category, the description, the amount and the due
   date. These are required (they have an asterisk).
3. If you like, fill in the payee, the payment method, the server, the campaign,
   the note and the receipt.
4. With **Already paid** on, enter the payment day (it cannot be after today).
   Off, the entry goes to **Bills to pay**.
5. Save.

The amount field only takes numbers: the thousands separator and the cents go in
on their own. Type `1234,5` and it becomes `1.234,50` (in the store's number
format).

> [!NOTE]
> An entry counts in the month of the day it was paid, not of its due date. An
> October bill paid on November 2 goes into November's result.

The **Receipt** accepts PDF, PNG, JPG or WebP up to 2 MB. It stays with the entry,
and only people with access to the store's Finance can download it.

Only manual entries have **Edit** and **Delete**. Commission paid in credits shows
with the **Off cash** badge and is not added to the totals.

### Export for the accountant

**Export CSV** downloads the period with the screen's filters, to open in Excel or
send to the accountant. Filter by type, source and category before exporting.

## Bills to pay and to receive

**Finance > Bills to pay** has the open bills, split into **Overdue**, **Next 7
days** and **After**:

- entries with no payment date yet;
- partner commission already past its hold (**Record payout** opens the same
  record as the Partners screen);
- the next Hystore subscription charge (**See plan** goes to Plans).

**Mark as paid** records the payment with today's date, in the store time zone.
Pending income is under **To receive**, with **Mark as received**. The **New bill
to pay** and **New amount to receive** buttons create the entry already pending.

![Bills to pay split by due date](shots/finance-payables.webp)

## Recurring and installment expenses

**Finance > Recurring expenses** holds what repeats (host, domain, team) or was
split into installments.

1. Click **New recurring expense**.
2. Pick the category, the description, the amount of each charge, the frequency
   (weekly, monthly or yearly) and the first due date.
3. In **Until when**, pick **No end**, **Installments** (2 to 120) or **Until a
   date**.
4. Turn on **Automatic debit** if the bill is charged on its own: the entry comes
   in already paid on the due date.
5. Save.

The entry for each due date is created on its own and shows in Bills to pay up to
35 days before. In installments, the description carries the installment number,
like `(3/6)`.

![Recurring expenses with how much each one weighs per month](shots/finance-recurring.webp)

> [!TIP]
> Add the server hosting as a monthly recurring expense with automatic debit. It
> comes in on its own every month, and the [projection](/en/finance/planning/#projection)
> starts counting it.

**Edit** changes the amount, category and texts of pending entries from today on;
what is already paid stays as it is. To change the frequency or the dates, end it
and add another one. **End** stops generating and removes from bills to pay the
pending entries that would fall after today.

## Categories

**Finance > Categories** holds the income and expense categories. The store starts
with the default ones:

| Category | Examples |
| --- | --- |
| Infrastructure | Server hosting, protection and network, domain and DNS, backup |
| Software | Plugins and mods, licenses, the Hystore platform, game accounts |
| Development | Custom work, builds and maps, design, video, translation |
| Team | Staff, developers, bonuses |
| Marketing | Ads, content creators, partner commission, giveaways |
| Fees and taxes, Other | The rest of the expenses |

Income ones include sales, sponsorship, donations, content monetization, sales
outside the site and owners' contributions. **New category** creates one with a
name and a color; the pencil renames it or changes the color. **Archive** removes
the category from the choices without touching old entries, and **Show archived**
lets you bring it back.

![The Finance categories with the color of each one](shots/finance-categories.webp)