Expenses

Expenses shows what your business spends, based on the purchase invoices and receipts that you upload. It is in Business Management, right after Sales. On a phone, open it from More.

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The tabs

Expenses has three tabs:

• Purchase invoices: the purchase invoice and receipt list, with filters, categories, payment status and payment actions.
• To pay: the purchase invoices that you have not paid in full, by due date. See To collect and To pay.
• Spend insights: summary cards and charts, separate from the working list. Switching between Purchase invoices and Spend insights keeps your current period and filters.

The page title shows Expenses and the open tab: Expenses > Purchase invoices, Expenses > To pay, or Expenses > Spend insights.

Who sees Expenses

Expenses is part of financial management. Your accountant activates financial management for your company. The Numonis team can also activate it. Until then, Expenses is not in your navigation.

Your accountant always sees Expenses for your company. While financial management is off, all three tabs show your accountant the panel to turn it on.

When financial management is active, you and your accountant see the same page and the same numbers.

What the Purchase invoices tab shows

Purchase invoices lists your purchase invoices and purchase receipts. It does not include:

• an original file that Numonis split into separate documents (the separate documents are included),
• duplicates,
• rejected documents.

From top to bottom, the tab shows:

1. Filters: the same bar as the sales invoice list, directly under the tabs and above the list. The search field is on the left. On a wide screen the filter buttons sit on the right of that row. On a phone, the search field is above the buttons. The buttons are Category, Period, Supplier and Amount, in that order. Period offers This month, Last month, This quarter, This year or Custom. Custom opens a range calendar. The page opens on This month. If this month has no purchase invoices yet, it opens on the latest month that has them, for example Sept 2026. Search matches supplier, invoice number, file name or amount. Category includes Uncategorized. Amount is a minimum and maximum taxable base.
2. List: supplier and invoice number, category, invoice date, upload date, Payment status and taxable base in the invoice currency. Payment status shows Unpaid, Fully paid, Overdue or Partially paid. Unparsed documents have no payment status yet. Sort the dates and amount with the column headers. Use Mark as paid beside an open invoice to record optional payment details and confirm. Select a row or Preview document in its menu to see the original file, review status and payment details. The row menu also offers Open in Documents. The preview includes an editable Category field. On a narrow screen, cards keep the amount and actions visible.

The preview also shows the masked supplier account, the payment method, the source of payment confirmation and any recorded method/date. Expand What the invoice says for the extracted status and confidence. A cash/card method or receipt alone is not proof of payment. Mark as paid opens optional payment details before confirmation. If the invoice appears paid but is still open, choose Still unpaid to acknowledge the reading and keep it payable.

Spend insights

Open Spend insights for total cost before VAT (taxable base), invoice count, uncategorized count and average cost per invoice with an amount in euros. Costs are in EUR. Linked bank payments are not counted again.

The charts show expenses over time, top categories and top suppliers. The evolution chart has Month, Quarter and Year tabs and its own From/To dates, initially January to today. The cumulative line restarts each calendar year. Category and supplier charts switch between EUR and percentage.

The search, category, period, supplier and amount filters apply to both views. The period applies to the summary, rankings and list; the evolution chart has its own date range.

The default period is the current month. A document counts in the month of its invoice date. Without an invoice date, Numonis uses the fiscal date, and then the upload date. For example, a December invoice that you upload in January counts as a December cost.

Refunds and credit notes reduce the cost. The category chart shows only categories with a positive cost. The invoice list and the evolution chart keep negative amounts.

Documents that are still being processed, or that have no amount in euros yet, stay in the list. They are not included in the totals or the charts. A notice below the filters tells you how many there are. Press Review in Documents to open purchase invoices and receipts. Each expense preview explains why it is not included: the document is still being processed or needs attention, Numonis has not finished reading it, the taxable base is missing, or the document is in another currency and has no amount in euros yet.

How an invoice gets its category

Expenses uses the same categories as Banking. Numonis keeps the category on the invoice. It takes the category from the first source that has one:

1. A person's choice. A category that you or your accountant choose always wins. This also applies when a person chooses Uncategorized.
2. Your last choice for the supplier. The last category that a person chose for an invoice from the same supplier.
3. The linked bank payment. The category of the outgoing bank transaction that is linked to the invoice.
4. An AI suggestion. Numonis suggests a category when it reads a new invoice.

Numonis stores the category once. After that, only a person can change it. Opening the list or the charts never changes a category. An invoice without a category gets one later when a source appears, for example when you link a bank payment to it.

When financial management is activated, Numonis fills existing purchase invoices from supplier choices and linked bank payments, then suggests categories for the remaining invoices with AI in the background. The same background step runs after a purchase invoice is processed, including invoices read by a vendor-specific parser. Uncertain invoices stay uncategorized.

A category is for your management view. It does not change the document type or the review status, and it does not mark an invoice as paid.

Change the category of an invoice

1. Open Expenses and find the invoice in the Purchase invoices tab.
2. Select the category or Add a category to open the picker directly beside the row. You can also change the Category in the invoice preview or document detail.
3. Choose a category. Choose Uncategorized to leave the invoice without a category.

A blue sparkle marks categories from AI, supplier memory or a linked bank payment, both in the list and in the document detail. You can change them.

Numonis saves the change at once. In the document detail, a short note below the field tells you where the current category comes from. The category that you choose also fills existing uncategorized invoices from the same supplier and becomes the suggestion for new invoices. Existing categories and explicit Uncategorized choices stay unchanged. Uncategorized does not become a suggestion.

If a category change no longer matches the active filter, the invoice stays visible with its new category for this visit. Payment changes also update the row in place. Leaving the list or changing its filters, period, page or sort applies the filters again.

Related articles

• To collect and To pay
• View document detail
• Categorize bank transactions
• Link documents to bank transactions

Review documents excluded from expenses

Review in Documents opens purchase invoices and receipts excluded from totals in the notice's period, with the same category, supplier, search and amount filters. The Excluded from expenses chip shows that period. Clear the chip to see other purchase documents; the purchase type stays selected. Status and other Documents filters narrow this set further. Switching tabs starts a fresh view.