Should fuel be an expense here?

No. Record fuel under Vehicles › Fuel Tracking so mileage and fuel cost per km are calculated. It still reaches the books and the booking’s Fuel Expenses.

Can one expense be split across two bookings?

Not on one voucher. Record two expenses, each related to its booking, so each profit panel gets the right share.

The supplier sent a bill for this cost. Expense or supplier invoice?

If it is on credit or you want it on the supplier’s ledger, use Supplier Invoice. Use Expenses for costs paid on the spot with no supplier account.

Docs · Books · How-to

Record an expense

You will have an expense voucher posted to the right expense ledgers, paid from the right cash or bank account, and, if you linked it, counted against the booking or vehicle so the profit figures include it.

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An expense is money paid out for a cost that is not a supplier invoice and not fuel, parts or a vehicle service with its own screen: tolls, parking, loading and unloading, detention, office rent, bank charges, stationery. Books › Expenses lists them with Reference no, Related To, Name, Expense Names, Date and Total, and each voucher gets the prefix EXP.

An expense tied to a booking appears in that booking’s profit panel; an expense tied to a vehicle appears on its Profit and Loss tab. Untied expenses still post to the books and the Profit & Loss, just not to a trip or a vehicle.

Before You Start

The expense ledgers you need exist in Books › Chart Of Accounts, for example Toll Charges or Parking.
A Payment Type exists in Settings and the cash or bank account it was paid from exists under Books › Bank.
If you want the cost on a trip or vehicle, the booking or vehicle record exists.

Steps

Open Books › Expenses and click Add.
Enter the Date the money was paid.
Choose the Payment Type and the Paid from account. Payment Type is the method (cash, card, bank transfer); Paid from is the cash or bank account the money left. The account the Payment Type is mapped to is suggested.
Add a line for each cost: pick the Expense Accounts ledger, type a Description, enter the Amount and choose a Tax Rate if the receipt shows tax. The line Total is amount plus tax. Add more lines when one payment covered several cost types, for example toll and parking on one receipt.
In Related To, pick a booking or a vehicle and then select the record. Choose the booking when the cost belongs to one trip; choose the vehicle for a cost that is not trip-specific, such as a fine or a parking permit.
Add Notes and attach the receipt under Expenses Files.
Save. The voucher gets its EXP number and the Paid from balance drops by the total.

Fields On This Screen

Field	What to enter	Required
Date	The payment date	Yes
Payment Type	Cash, card, bank transfer or another method you set up	Yes
Paid from	The cash or bank account the money left	Yes
Expense Accounts (line)	The expense ledger for this cost	Yes
Description (line)	What the cost was	Recommended
Amount (line)	Cost before tax	Yes
Tax Rate (line)	GST or VAT rate on the receipt, if any	No
Total (line)	Amount plus tax, calculated	Calculated
Related To	Booking or vehicle, then the record	No
Notes	Free text	No
Expenses Files	Receipt photo or PDF	No

What This Changes

Each line debits its Expense Accounts ledger; the total credits the Paid from account, whose balance falls on Books › Bank and in the Cash In Hand or Bank Accounts tile.
If related to a booking, the amount is added to Expenses in the booking’s profit panel (Revenue − Supplier Pay − Expenses − Fuel Expenses − Driver Payments = Profit) and to the Expenses Total column in booking reports.
If related to a vehicle, or to a booking on that vehicle, it is counted in Total Expenses on the Vehicle Profit/Loss report and the vehicle’s Profit and Loss tab.
The tax on each line feeds the tax reports for input credit where your country allows it.
The voucher appears in the Day Book, the Cash Book or Bank Book, and the Profit & Loss.

Tips

Expenses paid by a driver from pocket are better recorded through Employee Payments against the booking, so the driver’s balance shows what you owe. Use this screen for money that left a company account.
Bringing in a month of expenses from a spreadsheet? AI › AI Data Import › Expenses takes one line per voucher and creates approved expenses.
Keep descriptions short and consistent; the Expense Names column on the list is what you will search later.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.