Expense Management Overview

Open Expenses from the main clinic workspace.

Expense Management helps the clinic track operating costs by branch, doctor, category, source, and date. Use it for general clinic expenses, doctor-related expenses, recurring charges, inventory-related expenses, and procedure-related expenses.

Configuration links

• Expense Categories
• Branches and Rooms
• Users

Expense categories can also be typed directly while creating an expense. If the category does not exist yet, Dentaltap can create it when the expense is saved.

Main expense areas

The Expenses page has three main areas:

• Top toolbar: date range, search, advanced filters, and branch selector.
• Summary cards: total expenses and source-type totals.
• Expense list and entry panel: the table of saved expenses on the left, and the new expense form on the right.

Click an expense row to open it in an edit window. Use the right-side form to create a new expense without leaving the list.

Create Expense

1. Open Expenses.
2. Use the right-side New Expense form.
3. Choose Clinic or Doctor.
4. For a clinic expense, select the branch.
5. For a doctor expense, select the doctor.
6. Choose whether the expense should be approved.
7. Enter the Expense Title.
8. Enter the Amount.
9. Select or type the Category.
10. Confirm the Expense Date.
11. Choose the Frequency.
12. Add a note if the team needs context.
13. Click Create Expense.

An expense can be saved only when it has the required assignment and an amount greater than zero. Doctor expenses require an active doctor. Clinic expenses require a branch.

Clinic expenses and doctor expenses

Use Clinic for costs that belong to the clinic or branch, such as rent, utilities, supplies, vendor charges, or general operating costs.

Use Doctor when the cost should be assigned to a specific provider. Doctor expenses can appear in salary and performance reporting, so choose the doctor carefully.

Approve Expense

The Approve Expense switch controls whether the expense is saved as approved or only created.

• Use Approved when the cost has already been reviewed and accepted.
• Use Created when the cost is recorded but still needs review.

Canceled expenses may appear when an expense should remain in history but should not be treated as an active approved cost.

Frequency and recurring expenses

Use One-Time Charge for normal single expenses.

Use recurring frequencies for repeating costs:

• Monthly
• Quarterly
• Annually

Recurring expenses are useful for predictable costs such as rent, software subscriptions, maintenance contracts, or other repeated clinic expenses.

Source types

The summary cards separate expenses by source:

• General: manually created expenses.
• Recurring: repeating expenses.
• Inventory: expenses connected to inventory orders.
• Procedures: expenses connected to procedure cost tracking.

Click a source card to filter the table to that source type. Click Total Expenses to return to all sources.

Inventory and procedure expenses can be created automatically from related workflows. When an expense is linked to another record, the expense list can show the source reference, such as an inventory order code.

Date range and branch selection

The date range filter controls which expenses are shown and summarized. By default, the page opens for the current month through today. You can also choose a custom range or all time.

Use the branch selector to focus on one branch. If All is selected, the list and summary include every branch the user can access.

Search and filters

Use search when you know part of the expense title, code, note, or related reference.

Use the filter button beside search for structured filtering. Available filters include:

• Assigned Branch
• Assigned User
• Category
• Frequency
• Amount

Filters can be combined with the date range, branch selector, source cards, and search text.

Review the expense list

The table shows the expense code, date, expense details, assignment, and total amount.

Use the status icon to quickly understand whether the expense is created, approved, or canceled. The expense details column can show the title, category, note, and linked source reference.

Update Expense

1. Open Expenses.
2. Find the expense using search, filters, source cards, date range, or branch selector.
3. Click the expense row.
4. Update the assignment, approval state, title, amount, category, date, frequency, or note.
5. Click Save Changes.

Be careful when editing expenses linked to inventory orders, invoices, or procedures. If the expense was created by another workflow, update it only when the change matches your clinic’s accounting process.

Delete Expense

1. Open Expenses.
2. Find the expense.
3. Open the expense row and click Delete, or use the row action menu and choose Delete.
4. Confirm the deletion.

Delete an expense only when it was created by mistake. If the expense should remain visible but should no longer count as active, use the appropriate status instead of removing history.