How to Log Expenses in Supahandi

Tracking your business expenses is crucial for maintaining accurate financial records and maximizing your tax deductions. Supahandi offers multiple ways to log expenses, from AI-powered receipt scanning to traditional manual entry, all optimized for both desktop and mobile use.

Getting Started with Expense Logging

Accessing Expense Logging

Supahandi provides multiple entry points for logging expenses, making it convenient to record costs whenever and wherever they occur:

1. Dashboard Quick Access - Click the "New" button on the Expenses card from your dashboard
2. Main Expenses Page - Click "Expenses" in the main navigation to access the dedicated expense management interface
3. Project-Specific Creation - Add expenses directly from project pages for better organization
4. Mobile PWA - Use the mobile app for on-the-go expense logging

Three Ways to Log Expenses

1. Photo Receipt Capture (Recommended)

The fastest and most accurate way to log expenses is using Supahandi's AI-powered receipt scanning:

Step-by-Step Process:

1. Open the Expense Logger - From dashboard: Click "New" on the Expenses card → "Scan Receipt", or from expenses page: Click "Add Expense" → "Take Photo"

2. Capture the Receipt - Position your camera over the receipt, ensure good lighting and clear text visibility, then tap the capture button when ready

3. AI Processing - Supahandi's OCR technology extracts text from the image, AI automatically categorizes the expense, and vendor name, amount, and date are pre-filled

4. Review and Confirm - Check the extracted information for accuracy, make any necessary corrections, add additional details like project association, then save the expense

Benefits of Photo Capture:

• Speed: Log expenses in under 30 seconds
• Accuracy: AI reduces manual data entry errors
• Organization: Automatic categorization and vendor recognition
• Storage: Receipt images are securely stored in the cloud

2. Manual Entry

For expenses without receipts or when you prefer traditional data entry:

How to Use Manual Entry:

1. Access the Form - Click "Expenses" in the main navigation → "Add Expense" → "Manual Entry", or use the quick access from dashboard

2. Fill Required Fields - Complete these essential fields:

   • Vendor: Enter the business or service provider name
   • Amount: Input the expense amount
   • Date: Select or enter the expense date
   • Category: Choose from predefined categories
   • Description: Add any relevant details

3. Optional Fields - You can also add:

   • Project: Associate with a specific project
   • Tags: Add custom tags for better organization
   • Receipt: Upload a receipt image if available

4. Save the Expense - Review all information, then click "Save Expense" to complete

3. Hybrid Approach

Combine the best of both methods for maximum efficiency:

1. Start with Photo Capture - Take a photo of the receipt for AI processing and let the system extract basic information

2. Manual Refinement - Review and correct any AI-generated data, add additional context or details, and associate with specific projects or add custom tags

3. Final Review - Ensure all information is accurate, add any missing details, then save the completed expense

Mobile-Specific Features

Camera Integration

Supahandi's mobile experience includes native camera functionality:

• Direct Access: Camera opens instantly from the expense logging interface
• Image Quality: Automatic optimization for OCR processing
• Multiple Shots: Take multiple photos if needed for complex receipts

PWA Installation

Transform your mobile browser into a native app experience:

1. Install the PWA

   • Visit supahandi.com on your mobile browser
   • Look for the "Add to Home Screen" prompt
   • Follow the installation instructions

2. App-Like Experience

   • Access Supahandi from your home screen
   • Full-screen interface without browser UI
   • Faster loading and better performance

Offline Support

Log expenses even without internet connection:

• Offline Mode: Continue logging expenses when offline
• Sync When Online: Expenses automatically sync when connection is restored
• Data Integrity: No data loss during offline periods

Working with Projects

Linking Expenses to Projects

You can associate expenses with specific projects:

1. From Project Pages

   • Go to your project page
   • Click "Add Expense" in the project section
   • The expense will be automatically linked to that project

2. During Expense Creation

   • Select "Associate with Project" option
   • Choose from your active projects
   • The expense will appear in both your general expense list and the project-specific view

Using the Expense Form

Required Fields

When creating an expense, you must fill in:

1. Vendor: Who you paid (business or service provider name)
2. Amount: How much you spent
3. Date: When you made the purchase
4. Category: What type of expense it is

Optional Fields

You can also add:

• Project: Link the expense to a specific project
• Description: Additional details about the expense
• Tags: Custom labels for better organization
• Receipt: Upload a photo of the receipt

Tips for Better Expense Tracking

When Taking Receipt Photos:

• Make sure you have good lighting
• Keep the receipt flat and unfolded
• Capture the entire receipt in the photo
• Take multiple photos if the receipt is complex

For Manual Entry:

• Enter expenses as soon as possible after purchase
• Use consistent vendor names (e.g., always "Home Depot" not "HD")
• Add detailed descriptions for clarity
• Link expenses to projects when relevant

For Organization:

• Use tags to create custom categories
• Review and categorize expenses regularly
• Take advantage of project associations
• Keep physical receipts for tax purposes

Troubleshooting

Common Issues:

OCR Not Working Properly:

• Ensure good lighting and clear text
• Try taking the photo again
• Use manual entry as a fallback

Expense Not Saving:

• Check all required fields are filled
• Verify internet connection
• Try refreshing the page

Mobile App Issues:

• Clear browser cache
• Reinstall PWA if needed
• Check for app updates

Getting Help

If you need assistance with expense logging:

• Contact Support: Use the help center contact form
• Video Tutorials: Check our video library for visual guides
• Community Forum: Ask questions in our user community
• Live Chat: Get instant help during business hours

Ready to start logging your expenses more efficiently? Try Supahandi's AI-powered receipt scanning today and see how much time you can save on expense management.