> ## Documentation Index
> Fetch the complete documentation index at: https://docs.keystn.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tracking Expenses

> This guide covers how to add, view, filter, and manage one-time expenses in Keystone.

## Overview

Expenses represent costs associated with individual employees -- things like technology fees, marketing spend, licensing costs, or any other deduction that should be tracked against an employee's profitability. Each expense belongs to exactly one employee and carries an amount, an optional date, and an optional note.

## Adding an Expense

Navigate to **Expenses** from the sidebar, then click **Add Expense** to open the expense form.

### Required Fields

| Field        | Description                                                                                                             |
| ------------ | ----------------------------------------------------------------------------------------------------------------------- |
| **Employee** | Select the employee this expense belongs to from the dropdown. Only active (non-archived) employees appear in the list. |
| **Amount**   | The dollar amount of the expense. Enter as a decimal value (e.g., `150.00`).                                            |

### Optional Fields

| Field    | Description                                                                                           |
| -------- | ----------------------------------------------------------------------------------------------------- |
| **Date** | The date the expense was incurred. If left blank, the expense will not be tied to a specific date.    |
| **Note** | A free-text description of the expense (e.g., "Software subscription - March" or "Marketing flyers"). |

After filling in the fields, click **Add Expense**. You will be redirected back to the expense list.

## Viewing the Expense List

The main Expenses page displays all expenses for your company in a paginated table, sorted by date in descending order (most recent first).

The table shows the following columns:

| Column       | Description                                                |
| ------------ | ---------------------------------------------------------- |
| **Employee** | The employee's full name                                   |
| **Amount**   | The expense amount, formatted as currency                  |
| **Date**     | The date of the expense, or a dash if no date was set      |
| **Note**     | The expense note, truncated if it exceeds the column width |
| **Actions**  | A delete button to remove the expense                      |

### Pagination

Results are paginated with a default page size of 25 items. The page size can range from 10 to 100. Use the pagination controls at the bottom of the table to navigate between pages.

## Filtering Expenses

Use the filter controls above the expense table to narrow down the list.

### Available Filters

| Filter        | Description                                                                                          |
| ------------- | ---------------------------------------------------------------------------------------------------- |
| **Employee**  | Select a specific employee to view only their expenses, or choose "All Employees" to see everything. |
| **Date From** | Show only expenses on or after this date.                                                            |
| **Date To**   | Show only expenses on or before this date.                                                           |

Changing any filter resets the page back to page 1. Click **Clear Filters** to remove all active filters.

## Deleting an Expense

Click the trash icon on any expense row to delete it. A confirmation dialog will appear asking you to confirm, since deletion cannot be undone.

## Expenses and Pay Periods

Expenses can be associated with pay periods, which ties them into commission run calculations. When an expense is linked to a pay period:

* It appears in the **Expenses** tab during commission runs.
* It is included in payroll summaries alongside commission payouts.
* It is factored into profitability calculations for that period.

### Viewing Expenses in a Pay Period

During a commission run, the Expenses tab shows all expenses assigned to that pay period in a table with columns for Date, Employee, Note, and Amount. A total row at the bottom sums all expense amounts.

### Manually Unassigning Expenses

If an expense was incorrectly associated with a pay period, it can be manually unassigned. Unassigned expenses will not be automatically re-assigned to the same pay period.

## Expenses in Analytics

Expenses feed into the **Analytics > Profitability** module, where they are combined with commission payouts and loan revenue to calculate:

* **Total Expenses** -- Sum of all expenses in the selected period.
* **Net Profit** -- Revenue minus commissions minus expenses.
* **Profit Margin** -- Net profit as a percentage of revenue.
* **Cost Per Loan** -- Total costs (commissions + expenses) divided by loan count.
* **Monthly P\&L** -- Month-by-month breakdown of revenue, commissions, expenses, and net profit.
* **By LO / By Branch** -- Profitability breakdowns that include expense allocations per loan officer and branch.