Track expenses and profit

Finance shows whether your business made money and where it went. Money in comes from the payments you record. Money out comes from the expenses you add.

Before you start

• Only roles that can see revenue can open Finance. Owners and admins can by default.
• The first time, read the note and tap I accept. Utopia isn't a tax advisor. Profit and tax numbers are estimates to help you plan.

Add an expense

1. Go to Finance in the sidebar. On a phone, tap More, then Finance.
2. Tap Expenses, then Add expense.
3. Fill in the Amount, Date, Paid to, Category and Paid with.
4. Tap Attach a file to add a photo of the receipt or bill.
5. For rent, insurance or software, turn on Repeats and pick Monthly or Yearly.
6. Tap Add expense.

Got a lot to add? Tap Import statement and choose the CSV file from your bank or card. You check the list, then add them all at once.

The five tabs

• Overview: Profit, Money in, Money out and Tax to set aside for the period.
• Expenses: everything the business spends, plus your Fixed costs.
• Job profit: what each finished job made after costs. Tap Add costs on a job to enter Materials and Fuel, then Save costs. Labor comes from the team's pay.
• Payments: every payment you recorded. A new payment says Not in my bank yet. Tap Mark as in my bank once the money reaches your bank.
• Reports: your profit and loss, and Export for Expenses (CSV) or Payments (CSV) to send your accountant.

Use Period at the top to switch between This month, Last month, This year and All time.

Didn't work?

It says Finance isn't visible to my role

Your role can't see revenue. See Roles and permissions.

I don't see Add expense

Your role can see Finance but can't change it. Ask the owner.

My money in looks too low

Only payments recorded in Utopia count. Record cash and Zelle payments on the invoice. See Take a payment.

The bank file won't import

Use the CSV download from your bank, often called "Export" or "Download transactions". It needs date, description and amount columns.