Expense Tracking

Overview

Panelque helps you track all your business expenses alongside your Shopify sales data. You can record general expenses with date ranges and categories, and process purchase invoices that simultaneously update your inventory.

Monthly Statistics

At the top of the Expenses page, a statistics section shows totals for the current month:

Expenses - Sum of all general expenses this month
Purchase invoices - Sum of all purchase invoice totals this month
Write-offs - Sum of all write-off amounts this month
Total this month - Combined total of all three categories

These statistics update in real time as you add, edit, or delete entries.

Adding Expenses

From the Expenses page, click Add Expense and fill in:

Name - A short description of the expense
Category - Select from your expense categories
Amount - The cost in your shop's currency
Description - Optional notes or details
Date range - The period the expense covers (start and end dates)

Expenses appear in a searchable, paginated table. You can filter by name or category, and edit or delete any expense from its row menu.

Purchase Invoices

Purchase invoices let you record incoming goods from suppliers. They combine inventory receiving and expense tracking into a single workflow – when you complete an invoice, stock movements and expense entries are created automatically.

Creating a Purchase Invoice

Go to Expenses > Add Purchase Invoice and fill in the header:

Invoice Total - The full amount of the invoice
Invoice Number - An optional reference number
Warehouse - The destination warehouse for incoming goods
Invoice Date - When the invoice was issued

Adding Line Items

Each invoice contains line items of two types:

Inventory components appear with a blue badge and include:

The component (selected from your inventory)
Quantity received
Total cost for that line
Cost per piece (calculated automatically)

Expenses appear with an orange badge and include:

A name and category
Total cost (no quantity tracking)

Use this to split an invoice across materials and related costs. For example, a supplier invoice might include raw materials (inventory lines) plus shipping and handling fees (expense lines).

Balancing and Completing

The invoice tracks a running balance: Invoice Total minus the sum of all line items. The balance must reach zero before you can complete the acceptance.

When you click Complete Acceptance, Panelque creates:

A stock movement for each inventory line item (adding units to the selected warehouse)
An expense entry for each expense line item
A purchase invoice record linking everything together

Managing Invoices

Completed invoices appear in the Purchase Invoices table showing document number, date, warehouse, and total. Deleting a purchase invoice reverts the associated stock movements and expenses.

Write-offs

Write-offs let you remove damaged, expired, or lost goods from inventory while tracking the financial impact.

Creating a Write-off

From the Expenses page, click Write-off and fill in:

Warehouse - The warehouse where items will be removed from
Date - When the write-off occurred
Reason - A description of why items are being written off (e.g., "Expired", "Damaged", "Lost")
Notes - Optional additional details

Selecting Items

Use the search and category filter to find items, then select which ones to write off. For each selected item you can specify the quantity to remove. The system shows current stock levels and cost per piece for each item.

What Happens

When you create a write-off, Panelque:

Creates stock movements (out) for each item, reducing warehouse inventory
Calculates the total amount based on the cost per piece of each item
Records the write-off for reporting purposes

Managing Write-offs

Write-offs appear in their own table on the Expenses page showing reason, date, warehouse, and total amount. You can view details or delete a write-off – deleting restores the stock that was removed.

Pay Later

The Pay Later feature lets you defer additional costs on orders and settle them later. When adding an additional cost to an order, click Pay later instead of Use to mark it as deferred.

Balances

The Pay Later section on the Expenses page shows a balance summary per template. If your templates are organized into groups, balances are displayed grouped by group name – ungrouped templates appear first, followed by each group. Each row shows the total costs, covers applied, and remaining balance.

Covers

To settle accumulated pay-later costs, add a cover by selecting the template and entering the amount paid. Covers reduce the outstanding balance for that template. You can delete a cover if it was entered by mistake.

Shopify Transaction Fee

When a customer pays through an external payment provider instead of Shopify Payments, Shopify charges you an extra fee on that payment and bills it with your Shopify subscription. Panelque adds this fee to each such order automatically as a pay-later cost under the Shopify transaction fee template, marked Automatic. Payments by gift card or a manual method such as cash on delivery are not charged. The fee stays on the order after a refund.

The rate follows your Shopify plan (Basic 2%, Grow 1%, Advanced 0.6%, Plus 0.2%). To use a different rate, open Settings > Additional cost templates and choose Edit fee rate – orders that already carry the fee are updated to match. When you pay your Shopify bill, add a cover for this template.

Expense Categories

Set up categories under Settings > Expense Categories. Each category has a name and an optional description. Categories are used when creating expenses and purchase invoice lines, and help you filter expenses on the main expenses page.

A category can also be the one an estimated per-order cost is trued up against: an invoice booked there counts only as the difference against the matching estimates on orders. Set this on the additional cost template, not on the category.