Track expenses to understand spending, connect costs to clients and projects, preserve receipts, and identify costs that should be reimbursed or invoiced.
Create an expense
Select New expense → One-time expense.
Enter the amount, currency, tax treatment, and description. Use a negative amount when you need to reverse an earlier expense; Moxie does not have a separate refund workflow for expense records.
Choose a category and vendor when applicable.
Set the payment status and date.
Connect the client and project when the cost belongs to client work.
Add notes and select receipt files.
Save. Files selected on a new expense upload after the expense record is created.
The compact editor keeps financial details, client billing context, and receipt staging in one place.
Categorize imported bank transactions
When you connect a bank through Plaid, Moxie imports its transactions as expenses and fills in what it can:
Categories from the bank. Moxie maps the bank's own category for each transaction to the closest Moxie category, such as software, travel, or meals. When the bank isn't confident, or the transaction isn't a business expense, the category stays blank for you to choose rather than guessing.
Only real spending. Credit card payments and transfers to savings or investment accounts are skipped, because the card purchases themselves are already imported. The import status says how many were skipped. Other transfers, withdrawals, and loan payments still import, since they can pay contractors or include deductible interest.
Moxie remembers your corrections
When you change the category or vendor of an imported expense, Moxie remembers it for that merchant. Future transactions from the same merchant arrive with your category and vendor already filled in. Moxie recognizes a merchant even when the bank adds store numbers or dates to its name. Payments that carry no merchant details, such as Zelle, ACH, and checks, are recognized by the name the bank shows.
Category and vendor are remembered separately, so correcting only the category doesn't change the vendor Moxie assigns.
Clearing a category or vendor on an imported expense makes Moxie forget it for that merchant.
Corrections made in bulk count too, so fixing a batch of transactions teaches Moxie all of them at once.
Only bank-imported expenses teach Moxie. Expenses you enter by hand never change what it remembers.
Already-imported expenses aren't changed; what Moxie remembers applies to transactions imported afterward.
To connect or manage a bank, see Connect bank and accounting data.
Understand the expense overview
Total spending is the expense value in the selected period.
Unpaid identifies recorded expenses that have not been paid.
To reimburse shows client-related expenses still awaiting reimbursement or invoicing.
Tax summarizes tax captured in the current view.
The chart separates paid and unpaid spending while the table explains the vendor, client, project, status, and reimbursement state.
Find and group expenses
The Receipt column shows a receipt icon when an expense has attached files and a dash when it doesn't. Sort by the column to bring expenses missing receipts together. Select the icon to preview the receipt without opening the expense; when an expense has several files, use the previous and next controls and the position counter, such as 2 / 3, to move between them.
Search by description, category, vendor, or client. Use filters for relevant expense attributes and group by vendor, category, client, payment status, or date. For a custom date range, enter both dates and select Apply. Select a row to edit the expense in place.
Edit several expenses at once
Select the checkbox on each expense you want to change, or the checkbox in the header to select every expense in the view. A bulk edit bar shows how many are selected and their total. Use Category or Vendor to set either one on every selected expense, Move to assign a client or project, Reimbursable to bill them to the client or stop billing them, Status to mark them paid or unpaid, or Delete. Actions that don't apply to every selected expense, such as billing an expense with no client, explain why.
The bulk edit bar appears as soon as one expense is selected.
Open the saved-view selector at the beginning of the toolbar to save the current date range, filters, grouping, sorting, and collapsed groups for reuse. Saved views are personal to you, and search text stays temporary.
Current-year expense dates stay compact. Historical or future-year dates include the year; custom ranges show years on both endpoints when either endpoint is outside the current year.
Pay an expense after billing the client
Adding an expense to a client invoice locks its amount, tax, currency, and client-billing details so the issued charge stays consistent. It does not mean the vendor has been paid. Reopen the expense later to change its payment status and paid date when you actually pay the vendor.
Expenses managed by an accounting connection or matched bank transaction can remain locked by that source.
Create repeating spending
Choose New expense → Recurring expense when the expense should be generated on a schedule. Enter the tax rate and use Included to say whether tax is already part of the amount. Each generated expense keeps that tax treatment. Moxie opens the shared recurring schedules workflow so the schedule can be monitored with recurring invoices and income.
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