CherryMoney Help Centre
All guides Training course Sign in

Expenses Guide

Expenses And Data Intake

Capture expenses manually, through CSV import, or through receipt/OCR-assisted entry where enabled.

Start steps Field guide

Expense Capture

1 Import Upload a CSV when many records need adding.
2 Capture Scan or manually enter amount, date, supplier and category.
3 Review Check duplicate and confidence indicators before approval.
Expense capture keeps fields minimal: amount, date, supplier, category and optional project/fund details.

Step By Step

Follow these steps in order. Each step is written for a first-time user and avoids accounting jargon where possible.

  1. Choose intake route

    Use CSV import for batches, receipt scan for receipts, or manual entry for one-off expenses.

    Open full instructions
    cherrybank.money/expenses-data-intake/step-1
    Step 1 visual

    Choose intake route

    Use CSV import for batches, receipt scan for receipts, or manual entry for one-off expenses.

    A dedicated training visual for this step, focused on the exact action the learner should complete.
  2. Enter minimal fields

    Capture amount, date, supplier and category. Add VAT, mileage, fixed asset, grant, donor, project or restricted fund fields where they apply.

    Open full instructions
    cherrybank.money/expenses-data-intake/step-2
    Step 2 visual

    Enter minimal fields

    Capture amount, date, supplier and category. Add VAT, mileage, fixed asset, grant, donor, project or restricted fund fields where they apply...

    A dedicated training visual for this step, focused on the exact action the learner should complete.
  3. Review suggestions

    Check suggested category and confidence. Fix category if the suggestion is wrong.

    Open full instructions
    cherrybank.money/expenses-data-intake/step-3
    Step 3 visual

    Review suggestions

    Check suggested category and confidence. Fix category if the suggestion is wrong.

    A dedicated training visual for this step, focused on the exact action the learner should complete.
  4. Check duplicates

    If a duplicate warning appears, compare supplier, date and amount before saving.

    Open full instructions
    cherrybank.money/expenses-data-intake/step-4
    Step 4 visual

    Check duplicates

    If a duplicate warning appears, compare supplier, date and amount before saving.

    A dedicated training visual for this step, focused on the exact action the learner should complete.
  5. Save expense

    Save once the record is correct. The expense can then be used for reports, VAT and payroll packs where relevant.

    Open full instructions
    cherrybank.money/expenses-data-intake/step-5
    Step 5 visual

    Save expense

    Save once the record is correct. The expense can then be used for reports, VAT and payroll packs where relevant.

    A dedicated training visual for this step, focused on the exact action the learner should complete.

Fields To Check

These fields matter most for this workflow because they affect records, reports, reminders or customer-facing documents.

Field Why It Matters
Supplier Helps identify duplicates and reporting.
Category Feeds bookkeeping, tax and expense reports.
Project/fund Required for charity and VCSE restricted fund reporting.

Tips

Use these checks when something does not look right or the user cannot complete the workflow.

  • Keep receipt files attached or referenced so later review is easier.

Related Guides

Move to the next workflow when this page is complete.

Account Creating An Account Account Login Options Onboarding UK Setup Wizard Sales Clients And Products