Expenses

The Expenses section records money that goes out of your masjid. This includes regular costs such as the imam's salary and electricity, as well as one-off spending like cleaning or construction work. Keeping each expense here means your reports show a complete and honest picture of both what comes in and what is spent.

Categories and vendors

You organise expenses using categories and, where helpful, vendors.

• A category is a named type of spending, such as Imam salary, Electricity or Cleaning. Every expense belongs to one category.
• A vendor is who you paid, for example a particular contractor or the electricity company. Vendors are optional.

When a category or vendor is no longer used, you can mark it inactive. It stays on your past records but no longer appears when you add new expenses, so your lists stay tidy.

The fields on an expense

Category

The type of expense, for example Imam salary, Electricity or Cleaning. This keeps your spending organised.

Vendor

Optional. Who you paid, such as a contractor or the electricity company.

Amount

How much was paid, in ₹.

Date

When the expense was paid. You can back-date it if you are entering something from an earlier day.

Fund

Which fund the money comes from, for example General or Building.

Method

How it was paid, such as cash, bank transfer or UPI.

Paid to member

Optional. For help given to a member, such as relief, medical or marriage help. Only the treasurer and administrators can see who received it.

Reference

Optional. A bill number or note to help you find the record later.

Recording an expense

1. Open Expenses from the menu and choose Record expense.
2. Pick the category, and a vendor if you are tracking one.
3. Enter the amount in ₹ and the date it was paid. You may back-date it if needed.
4. Choose the fund the money comes from and the payment method used.
5. Add a reference such as a bill number if it helps, then save.

app.inflowbooks.in/expenses

Expenses

Record expense

Category	Fund	Amount
Imam salary	General	₹25,000
Electricity	General	₹4,200
Cleaning	General	₹1,500
Construction	Building	₹18,000

Spent this month ₹48,700

Payment vouchers

Every expense prints a payment voucher, the slip the payee signs as received and the treasurer and president countersign for the auditor's file. Use the share, download or print buttons on the expense's row. The voucher shows who was paid, the amount in figures and words, the fund, category, method, reference and purpose, with three blank lines to sign.

Each expense gets a voucher number when it is saved, such as VCH/2026-0001. Numbers run in order and start again at 1 each year, so the vouchers can be filed in number order for the auditor. A number never changes, even when the expense is edited, and a deleted expense keeps its number. Expenses recorded before voucher numbers were added keep their original reference (such as EXP-4AFA65A6). To change the prefix, open Settings, Numbering and documents.

Vouchers use the same designs as receipts. Choose one under Settings, Numbering and documents, Payment voucher design, or leave it on Same as receipts.

What you owe a vendor

A contractor or supplier you pay in parts can carry a running balance: their bills, your payments and what is still owed. Open the vendor under Vendors, choose Edit and switch on Track what we owe. Pick the date to count from. If your old register shows a position on that date, enter it and say whether it is owed to them or paid ahead.

1. Open Bills on the vendor's row and add each bill with its date and bill number. A bill raises what you owe. No fund changes until you pay.
2. Pay by recording an ordinary expense with the vendor picked; Pay on the vendor's row opens the form ready. Part payments are fine, and one payment can cover several bills.
3. The balance shows on the vendor's row. Statement prints the bills, payments and running balance for the contractor or the committee.

Expenses dated before the count-from date are not counted again; they are part of the position you carried in. A bill can be removed by an administrator, and a vendor with bills cannot be deleted, only marked inactive.

Help given to a member

Relief, medical help or marriage help paid to a member is recorded as an expense, with the member chosen under Paid to member. The voucher then names the member, who signs it as received. The member's page shows a Help given tab listing every payment made to them.

Only the treasurer and administrators can see who received help. Other committee members see the expense and its amount but not the name, and the member's own payments page never shows it.

Seeing what you spent

The overview and your reports show the total spent this month set against last month, so the committee can see at a glance whether outgoings are rising or steady. Spending is also broken down by category, which is where well-chosen categories pay off.

Waqf-deductible expenses

If your masjid is Waqf-registered, an expense can be marked as deductible for the Waqf contribution. See Waqf for how this is handled.

Bringing in past expenses

If you already keep expenses in a spreadsheet, you do not need to type them in one by one. See Importing your data to bring your history across in one step.