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Before you start

  • Tracking expenses is free on every plan.
  • You add an expense from Finances → Transactions.
  • An expense is a studio cost. It’s separate from what students owe: recording one never changes an account’s balance.

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Record an expense

1

Open the expense form

Go to Finances → Transactions, then use Add Transaction → Expense. The Add expense form opens.
2

Choose a category

Pick a Category. It’s required, and your choice can reveal a few extra fields. See Categories and Some categories ask for more below.
3

Enter the amount, date, and description

Set the Amount, the Date the money was spent (defaults to today), and a short Description. All three are required.
4

Add the optional details

Fill in any of these:
  • Vendor: who you paid. Recommended for tax records, and it autocompletes from vendors you’ve used before.
  • Method: how you paid (Cash, Check, Card, Bank transfer, Digital payment, or Other).
  • Notes: anything else worth keeping.
5

Attach a receipt (optional)

Add a Receipt under Receipts. Harness nudges you to attach one for larger amounts or for travel, the records most worth keeping for taxes.
6

Save

Click Add Expense. It lands on your Transactions list right away.

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Categories

The Category picker is grouped so the tax distinction is clear as you choose:
  • Schedule C lines: the deductible IRS Schedule C business-expense categories, in tax-form order (for example Supplies, Rent or lease, Office expenses).
  • Non-deductible business expense: a separate group for real studio costs that don’t reduce your taxable income.
The right group keeps your Profit & Loss clean: deductible costs flow to the Schedule C lines, and non-deductible costs stay out of the Schedule C export.

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Some categories ask for more

A few categories reveal more fields for tax records:
  • Meals: adds Attendees (who was there and your relationship to them). Required.
  • Travel: adds a Destination plus Start and End dates. All required.
  • Car & truck: adds a Vehicle picker. Required. If you don’t have a vehicle on file yet, you’re prompted to add one right there. See Track mileage.

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Where your expenses show

Once saved, an expense appears in three places:
  • The Finances → Transactions list, with a receipt icon on rows that have one.
  • The Expenses total in the financial summary at the top of the page.
  • The Expenses section of your Profit & Loss report, grouped by category. See Reports.

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Edit or remove an expense

Open the expense from the Finances → Transactions list. You can edit every field you set when you recorded it: category, amount, date, description, and any category-specific fields. A voided expense is locked and view-only.

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FAQ

No. An expense is a studio cost, separate from billing. Recording one never changes any account’s balance or what a student owes.
No. Receipts are optional. Harness recommends one for larger amounts and for travel, the records most worth keeping for tax time.
In the Expenses total of the financial summary, and in the Expenses section of the Profit & Loss report, grouped by category.