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Expenses
Reading time: 3 minutes
Expenses in viggoVet cover day-to-day operational costs that are not tied to inventory purchases. Things like office supplies, utility bills, staff meals, or rent payments are tracked here. Expenses do not update your inventory stock levels.
Accessing expenses
Click Expenses in the main sidebar under the FINANCIAL section. The Expense List page opens.
Expense List page
Filter tabs
- All: Shows every expense
- Managerial Expenses: Only expenses marked as managerial
- Normal Expenses: Standard petty cash expenses
Controls
- Date sorting with Descending toggle
- Search Here… field
- Scan An Expense button: Opens the AI scanner sidebar
- Add Expense button (dark, top right)
Table columns
Column | Description |
|---|---|
ID | Expense ID number |
Payee | Who was paid |
Type | Normal or Managerial |
Category | Expense category (Medical Disposables, Office Supplies, Employee Welfare, Other) |
Amount | Expense amount |
Tax | Tax amount |
Total | Amount plus tax |
Payment method | Badge showing method (Credit Card, Cash, Stripe, COD Online, etc.) |
Description | Notes about the expense |
Created by | Staff member who recorded it |
Date | Expense date |
Actions | Edit and delete icons |
Adding an expense
- Click Add Expense.
- The Add Expense modal opens.
- Click Submit to save, or Cancel to discard.
Fields:
Field | Required | Description |
|---|---|---|
Payee | Yes | Who was paid (vendor or person name) |
Category | Yes | Dropdown (Office Supplies, Medical Disposables, Employee Welfare, Other, etc.) |
Amount | Yes | Expense amount |
Tax | No | Tax amount (enter 0 if none) |
Total | Auto | Calculated total with taxes |
Expense date | Yes | Date the expense occurred |
Payment method | Yes | Dropdown of configured payment methods |
Description | Yes | Notes about the expense |
Is it a managerial expense? | No | Toggle switch |
Managerial expenses
The Is a Managerial Expense toggle marks an expense as managerial. Managerial expenses are designed for costs like rent, utilities, or wages that only staff with special permissions should see.
Key difference: Normal expenses are visible to all staff with expense access. Managerial expenses are restricted to users with the managerial expense permission.
Use the Managerial Expenses filter tab to view only these restricted entries.
AI expense scanning
Click Scan An Expense to open the AI scanner sidebar on the right side of the page.
The sidebar shows:
- A greeting from the AI assistant (“Hello! I’m VIGGO AI, Your AI assistant! I’ll help you extract expense details automatically”)
- A drag and drop upload area
- A Browse Photo button
- Supported formats: JPG, PNG files only
Upload a photo of a receipt or expense invoice and the AI reads it, extracting the payee, amount, category, and date information automatically. You can review and confirm the extracted data before saving.
Expense categories
Categories are configured in Configurations > Expense Categories. Your administrator can add or remove categories to match your clinic’s expense types.
What to do if something goes wrong
Expense not showing in the list: Check the filter tabs. If you recorded a managerial expense but are viewing Normal Expenses, it will not appear. Switch to All.
AI scanner not recognizing the receipt: Make sure the image is clear and well lit. The scanner supports JPG and PNG formats. Try a different photo or enter the expense manually.
Wrong category selected: Click the edit icon on the expense row to modify it.
Cannot see managerial expenses: You need the managerial expense permission. Contact your administrator to check your role settings.
Note: Contact the viggoVet help if any of these problems persist after following the instructions.