Help centre
Record what you spend and see what is left
Record each thing you pay for in Expenses: rent, transport, salaries, stock. Nfelia sets it against the money your customers paid you, and Profit and loss shows money in, money out and what was left, for this month or any months you choose.
Who can do this Expenses and Profit and loss are open to the owner and admins. Staff do not see them. See what staff can see.
Record an expense
Start a new expense
Tap the + button at the bottom of the screen, then Add expense. Or open More, then Expenses, then Record an expense.
Choose a category
Rent, Utilities, Transport, Salary / wages, Marketing, Maintenance, Office supplies, Stock purchase or Miscellaneous. The category decides where it shows in your report.
Fill in the details
The Date you paid, a Description such as "Shop rent for October", and the Amount. A Reference or receipt number, a Supplier and Notes are optional.
Say how it was paid
Under Payment status, choose Paid in full, Part paid or Unpaid, on credit. Pick the Payment method: cash, bank transfer, card, mobile money, POS or cheque.
Tap Save expense
It joins the list in Expenses. At the top you see everything recorded, what was paid out, what is unpaid and what went on stock purchases. Tap a category chip to see only that category.
Do it the same day, while you still have the receipt in your hand. Small amounts add up: transport and data are often the costs people forget.
Stock you buy from a supplier
Choose the category Stock purchase and a Purchase items section opens. For each item, pick it from your Catalogue, type the Qty and Unit cost, and tap + Add item for the next one. Nfelia adds up the amount for you.
When you save, those items are added to your stock, and an item with no cost price takes this unit cost. One record does both jobs: the money out and the goods in. More in track your stock.
Things you buy on credit
Choose Unpaid, on credit, or Part paid with the Amount paid, and pick the supplier. With a supplier picked, what is still unpaid goes into Debts under I owe. When you pay the supplier, open that debt and use Record a payment: the money counts as paid out on the day you pay it.
Your month on Home
The owner and admins see this month's money at the top of Home:
- Came in this month: what customers paid you, with how much is still owed.
- Spent this month: what you paid out.
- Left after spending: the first less the second.
- Of it, on stock: the part of your spending that went on stock you can still sell.
The screens are from Ivie Luxe Hair, an example business.
Open your profit and loss
Open Profit and loss
On a phone, tap More, then Profit and loss. On a computer, it is in the menu on the left.
Choose the period
Tap the period button at the top. Pick This month, Last month, This quarter, Year to date or Last 12 months. For other months, open Month range, choose the first and last month, and tap Show these months.
Read the three numbers
Money in, Money out and Left after spending, each compared with the period before. A line in plain words sums it up, such as how much you kept for every 100 that came in.
Look further down
A chart Day by day or Month by month, Where the money went by category, Money still owed to you, Money you owe, and Invoices issued in the period.
Download it
Tap Download PDF to save or share the report, for your records, a partner or a lender.
What the report counts
Nfelia counts cash: money that actually came in and went out in the period, by the day it moved.
| Line | Counts | Does not count |
|---|---|---|
| Money in | Payments recorded on orders and invoices, and receipts for sales paid on the spot, on the day they were paid | Invoices not paid yet (they show under Money still owed to you), and a refundable caution fee |
| Money out | What you paid on expenses, and payments to suppliers you owed, on the day you paid | Expenses still unpaid (they show under Money you owe) |
| Left after spending | Money in less money out | Stock still on your shelves is not taken off: the report tells you how much of your spending went on stock |
So a month when you bought a lot of stock can show little left, even though the goods are still there to sell. Our guide to working out your profit explains the difference between cash left and profit, and how to price for it.
The report shows your numbers; it is not tax or accounting advice. For tax, ask an accountant or your tax office. To give a lender every record behind the numbers, make your Records Book.
Common problems and fixes
I can't find Expenses or Profit and loss.
They are open to the owner and admins only. If you are staff, ask the owner. If you are the owner, look under More on a phone, or in the menu on the left on a computer.
Money in looks too low. What is missing?
Only payments you recorded count. A sale where the customer paid but nobody tapped Record payment is not in. Check Orders, then Balance, for orders that still show a balance.
I bought on credit but Money out did not change. Why?
Unpaid expenses are not money out yet. They show under Money you owe, and count as paid out on the day you record the payment to your supplier.
Where the money went shows "Miscellaneous" a lot.
Pick a real category when you record each expense. Open an old expense to change its category, and the report follows.
Can I see last year?
Yes. Open Month range in the period button and choose the months. Last 12 months is quickest for a year up to today.