Record Expenses and Income with bank accounts

Record a manual transaction and identify the bank or credit-card account that paid or received the money.

The desktop Expense and Income lists show the account number followed by the account name in Category and Pay From or Deposit To. Multi-line categories remain labelled Split. Long Bank Memo text is shortened in the list; open the transaction for its full details.

Record an Expense

Open Expenses and select Add Expense / Payment.
Enter Date and select the bank or credit-card account in Pay From.
In the first line, choose Category (the selected value includes its account number), optionally enter that line's Note, enter tax-inclusive Spent CAD,

then review Tax and applicable GST/HST and PST components. Category suggests its saved default Tax treatment. Until you choose Tax, and for non-taxable choices such as Exempt, Out of Scope, or Zero Rated, Tax Amount CAD shows a disabled 0.00 field.

Select Add Line when the same payment belongs to another Category. Give

each line its own Note, amount and Tax; the total is still one payment and one bank match. A refund or reduction uses one negative line in the original Expense Category. Multi-line entries use positive line amounts.

Optionally enter a transaction-level Bank Memo, add Tags or an attachment. The Tags selector uses

the same recently-used ordering and Add new tag action as Bank Transactions. Select Attach File or drop supported files into the dashed Attachments area.

Select Save Expense.

You can search Pay From or Deposit To by account number or name. Choose the matching account from the results. If you save without a payment account, xBoox opens a dialog asking you to select it and marks that field in red.

While xBoox saves, the form and its Close action are temporarily unavailable and the button shows Saving…. The form closes and the success message appears only after the server confirms the save. xBoox then refreshes the transaction list without making you wait for unrelated Workspace data. If saving fails, xBoox restores the form with your entries so you can review and try again.

Before entering any information, you may select the square × button, press Escape, or select the shaded area beside the form to close it. After you change a field or add an attachment, xBoox asks whether to Keep editing or Discard changes before closing the unsaved Expense or Income.

Record Income

Open Income and select Add Income / Receipt.
Enter Date and select the receiving bank account in Deposit To.
In the first line, choose Category (with its account number), optionally enter a line Note, enter tax-inclusive Received CAD,

then review Tax and applicable tax components.

Select Add Line to allocate the same receipt to another Income Category.

The total remains one Income transaction and one bank match. A reduction or chargeback uses one negative line; multi-line entries use positive amounts.

Optionally enter a transaction-level Bank Memo, add Tags or an attachment. The Tags selector uses

the same recently-used ordering and Add new tag action as Bank Transactions. Select Attach File or drop supported files into the dashed Attachments area.

Select Save Income.

What happens next

After xBoox confirms the save, the transaction appears in Expenses or Income. Expenses remain sorted by their transaction Date. When you save a backdated Expense, xBoox moves the list to the page containing that transaction and briefly highlights it. If the current filters exclude the saved Date, Category, or other value, xBoox confirms that the transaction was saved but is hidden by the current filters. Clear or adjust the filters before entering it again. If the list cannot refresh after a confirmed save, xBoox keeps the newly saved transaction in the current list and confirms that it remains available. Do not submit the same transaction again just because the background refresh did not complete. Refresh the page when convenient to reload the complete list. Depending on the selected account and workflow state, it may remain available for matching to a later imported bank row.

Expense and Income history can include prior-year backfills, and Expense opens with All Dates selected. Expense displays 50 rows by default and shares the Bank Transactions choices of 50, 100, 200, 300, or 500 rows per page. Income continues to offer 50, 100, 200, 300, or 500 rows per page. Each footer shows the current range and complete filtered total. Expense and Income retrieve additional history in bounded pages when the saved history exceeds 200 records, so their filters, sort, pagination, and summaries use the complete history. A backdated Income uses the same saved-row reveal and hidden-by-filter confirmation as a backdated Expense. Changing the Expense Date control does not add a separate removable date label above the table.

For a Custom Range on either list, xBoox waits until you leave the From and To controls or press Enter before applying valid completed dates. Typing part of a date does not refresh or clear the current list filter. Changing another filter while a date is still incomplete also keeps the last applied date range.

When available in a Date selector, This Year means the complete January 1 through December 31 calendar year. Expense and Income summary cards that stop at today are labelled YTD, or FYTD for an incorporated Workspace using a valid fiscal year, so their shorter range is explicit.

In Bank Account-Based Tracking, Waiting Match means a saved manual Expense still awaits an imported bank row, or a bank-originated Expense has not yet completed its bank link. A matched or reconciled Expense shows Posted. Its status badge uses the same check icon, colour, type, and width as the Posted badge in Bank Transactions.

Choosing an Expense filter does not add a separate removable status label above the list; the selected value remains visible in the filter control itself.

With GST/HST tracking enabled, a new manual entry starts with Select tax. Choosing a Category applies that Category's configured default Tax treatment once. The default is only a starting point: check the receipt or source document and change Tax when the actual transaction requires a different treatment. xBoox does not replace a Tax treatment you selected just because the Category field loses focus or the transaction is saved. Reopening the saved transaction shows the Tax treatment and separate tax components that xBoox recorded. GST/PST shows GST and PST amounts side by side; HST stays a single HST amount. Adjust an applicable amount to match the source document. Manually Adjusted appears beside each component you change, including PST when GST is unchanged. Spent and Received are tax-inclusive totals.

The Expense summary separates Spent, Before tax, applicable tax components, and Expense amount. For BC GST/PST it labels the components GST and PST, not GST/HST. Expense amount is the amount included in the expense Category: Before tax plus PST and any non-recoverable GST/HST. Recoverable GST/HST is kept outside the expense amount. Refunds appear in Received, with positive Received in the list and Received CAD in the drawer. Normal payments and revenue reductions appear in Spent, with positive Spent and Spent CAD. Category impacts remain signed: a receipt against an Expense Category shows negative Expense Impact; an Income reduction shows negative Income Amount. Asset, liability and equity Categories use Asset Impact, Liability Impact and Equity Impact, based on account metadata rather than the account name or number. These amounts follow the category ledger posting and its tax recovery treatment. Before Tax is a separate tax breakdown, not necessarily the category posting amount. Unclassified entries follow their whole-transaction direction and do not claim a category impact.

Dates use the browser's calendar control and must be valid calendar dates. On a keyboard, enter the four-digit year, month, and day in sequence. xBoox waits until you leave the Date field or save the form before checking the completed date; entering the month cannot trigger a year-range error. If xBoox rejects a date, correct the Date field before saving; an impossible date such as February 31 is not accepted.

Important rules

Pay From or Deposit To is required in Bank Account-Based Tracking.
Use Transfers—not Expense or Income—for movements between your own eligible accounts.
A bank-originated Expense or Income may have its Category, Tax, Note, Tags,

and attachment corrected from its detail drawer. Its imported Date, total amount, Payment Account, Bank Memo, direction, and source remain locked. Changing Tax reallocates the same imported total between Before Tax and Tax. Use Banking to undo or change the bank transaction itself. Split bank transactions remain managed from Banking.

Reconciled transactions are protected until the reconciliation is reopened.
A matched manual transaction must be unmatched before its financial details

can change. Adding or changing a transaction that affects a GST/HST period marked Filed requires changing that filing record back to Reviewed first.

New Pay From and Deposit To choices include active accounts only. When you

edit an older transaction whose saved payment account is now inactive, xBoox continues to show that original account with an Inactive label so the historical record is not mistaken for a missing selection. You may update its Note, Tags, or other eligible non-financial details without replacing that historical account; an inactive account cannot be selected for a new entry.

Shared transaction drawer

New and existing Expense and Income records share the same field layout: Date and Payment Account above the Category, amount, and Tax line; Note and Tags beside one another; and an Attachments area below. Available actions still depend on the transaction source and permissions. Bank-originated fields remain locked where required, and bank splits are reviewed through their existing split summary.

A manually adjusted tax component retains its adjustment when you reopen the transaction. Other applicable components continue to calculate when the amount changes. Enter an explicit zero when a component should be zero; an empty tax amount is not accepted. Older records without component-level adjustment history retain their saved adjustments conservatively.

Historical line details

When editing a multi-line transaction, a saved Category that is no longer available for new entries remains visible on its original line. You can save a Note-only change without replacing that Category. This does not make the Category available for new transactions or bypass checks on accounting changes.

When GST/HST tracking is off, new entries hide tax controls. Saved historical tax amounts remain visible and read-only; editing a Note does not recalculate those amounts.

Category Search and Amount Entry

New lines start with Select Category. Type an account name, part of a name, or account number and select a matching category. The same search is available when editing manual lines. Empty or zero amount fields display $0.00 as a placeholder, so typing or pasting enters the amount directly. Existing nonzero amounts remain visible; saving still validates the entry.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.

View one posted transaction's journal

In Bank Account-Based Tracking, open an already Posted Expense, Income, Split, or Transfer. Select the three-dot More button beside Attach File, then Transaction Journal. For a Posted Bank Transaction, expand its row and use More before Attach File beneath Tags.

The read-only dialog shows that saved transaction's accounts, Note, Debit, Credit, and totals in its currency, using the same accounting rules as General Ledger. It includes applicable tax control lines. Unsaved edits are not shown. Close with the upper-right X to return to your transaction without losing your edits. New entries, Pending, Ignored, and Waiting Match records have no journal entry point. This is a single-transaction view, not a separate Reports menu item.

Enter dates on desktop

Editable Date, From, and To fields share year/month/day keyboard entry. Type or paste 2023-10-31, or select a date with the calendar icon. Clicking the date text lets you edit it without opening the calendar. Invalid dates remain available for correction. Existing default dates, locked imported dates, and allowed date ranges still apply. Period menus and phone date sheets retain their existing behavior.

When you change a line’s Spent CAD to a different valid amount and leave the field, xBoox recalculates its tax components and clears that line’s Manually Adjusted markers. Enter any source-document tax adjustment again after changing the amount. Changing only the display format of the same amount retains the adjustment. Changing Category retains the adjustment when the Tax treatment stays the same; a different suggested Tax treatment recalculates the components.

A new manual Expense preselects the active, unlocked Personal Credit Card account when that built-in account is available. Otherwise Pay From starts unselected. Existing records retain their saved payment account.

Category defaults and your Tax selection

In the manual Expense and Income line editor, a Category can supply its default Tax while that line has no explicit Tax choice or manual tax amount adjustment. After you select Tax yourself, changing Category preserves that Tax and any manual tax component adjustments. This applies independently to each added line and when editing saved transactions. Category changes do not clear a saved Tax choice. Changing Tax yourself still recalculates that line's automatic taxes.

To use a new Category's default again, choose Select Tax to clear the manual choice, then select the Category. Transaction Date, current tax settings and save validation still determine which tax treatments are available.

Received, Spent and accounting effects

Bank Account-Based Tracking names the operational pages Spent and Received. Simple Tracking retains Expense and Income, with its existing profit-and-loss Category restrictions. Both use the same direction rules for all record ages and sources.

Received lists net receipts, including revenue, loans, owner contributions, bank fee waivers and credit-card purchase credits. Spent lists net payments. Transfers remain separate and are excluded from both lists and their summary cards. Credit-card Received means a credit to the card account; it does not necessarily represent cash received.

The cards Total Spent, This Month, Last Month and Spent Transactions, and the corresponding Total Received and Received Transactions cards, summarize posted records at their whole-transaction gross amount, including tax. Draft, Needs Review, Waiting Match and void records do not count. Summary periods follow the Workspace year/fiscal-year settings and are independent of table filters. These operational totals are not revenue, expenses, profit or a formal cash-flow report.

Use the existing Add Income / Receipt action for manual cash borrowing: select Cash on Hand in Deposit To and the appropriate loan liability Category. It appears in Received history and Total Received without becoming Profit & Loss revenue. Owner contributions use the appropriate equity Category. For money sent directly to a bank, import the confirmed .qbo statement and classify its Deposit. If a manual entry already exists, match it instead of posting it twice.

A bank receipt opens as Deposit; a card receipt opens as Credit Card Credit. Other drawers retain their document title. No Transaction Type list column is added. A mixed Split appears once by its net direction: $1,000 revenue less a $20 fee is one $980 Received transaction in Received. The complete drawer and reports retain both allocations. Its fee does not create a second Spent row.

Historical records, supporting edits, attachments, matching and reconciliation use the same rules. This list change does not alter ledger postings or reconciliation status. All lines in a manual transaction must share the same sign; imported bank Splits support mixed directions. The routine for cash refunds remains deposit-then-import, without a dedicated cash-refund action.

Selected rows show 1 row selected or N rows selected before the bulk action buttons. The count includes selection across pages. Clear clears the selection.

Bank Account-Based Tracking uses Add Expense / Payment and Add Income / Receipt for manual entry. Simple Tracking retains Add Expense and Add Income. These button labels do not change entry validation or accounting treatment.