Expenses
Everything you pay for your business: a fuel receipt, a software subscription, another professional's invoice or a computer you depreciate over several years. Each one reduces the net profit and contributes its deductible VAT.
The table#
It works like the invoices one: multi-select, right-click, copy cells, undo. The columns are number or reference, supplier, date, base, deductible VAT and total. Besides the search box (supplier, reference or date) there are two filters: by category (several at once, or “Uncategorised”) and by project.
Expenses from earlier years you're still depreciating appear at the end, set apart under “Depreciation from previous years”, with the quota due this year.
Creating an expense#
+ Expense, or the E key from any page. The first thing the form decides is the expense type, because it changes the fields:
General#
For receipts and ordinary invoices. You type the total paid (what the receipt says) and the VAT %; Fyal backs out the base and the deductible VAT. If there's no VAT (an insurance policy, a fee), put 0.
With IRPF withholding#
For invoices from other professionals or subcontractors where you withhold. Here you type the base, the VAT and the % of IRPF withheld, and the form works out the total to pay (base + VAT − IRPF). It also asks for the supplier's tax ID and their invoice number: those feed the quarterly Modelo 111, the annual 190 and the withholding certificate you'll have to issue them (see Taxes).
The other fields#
| Field | Detail |
|---|---|
| Supplier | Who charges you, as you want to see it in the table. |
| No. / Reference | The invoice or receipt number, if it has one. Used to spot duplicates on import. |
| Date | Within the selected year. |
| Currency and rate | As with invoices: AUTO fetches the day's rate. |
| Categories | One or more tags. See below. |
| Project | Optional. A linked expense reduces that project's margin. |
| Depr. years | General expenses only: if the asset is depreciated, over how many years (2 to 30). See below. |
Categories#
Fyal ships sixteen: Software, Subscription, Hardware, Office, Transport, Food, Training, Marketing, Services, Professional services, Telecoms, Rent, Insurance, Social Security, Taxes and Other. You can add your own by typing in “Custom tag…”. Categories feed the Overview's “Expenses by category” block and the table filter.
Categorise with AI#
If you have uncategorised expenses, the table shows a Categorise N with AI button. It sends them in batches and assigns the best-fitting tag from supplier and amount. Afterwards you can change any of them from right-click → Category.
“Taxes” doesn't deductAn expense tagged Taxes is recorded but doesn't reduce the net profit. That's on purpose: paying your Modelo 130 or your 303 isn't a business expense — the 130 is income tax Fyal already computes separately, the 303 is VAT you collected and hand back — and treating them as expenses would subtract them twice. The self-employed contribution is deductible: it goes under Social Security.
Depreciation#
A computer, a camera, a desk: assets that last years aren't deducted at once, they're spread. In the form you set the years and Fyal builds the schedule. Each year deducts its quota (¼ per quarter) and, when you switch years, the expense reappears at the end of the table as “Depreciation {year}”.
The quota is prorated from the purchase month: equipment bought in September deducts only 4/12 of the annuity the first year, and what's left is charged in a final tail year. That keeps the split within the rules and doesn't inflate the purchase year's expenses.
Importing receipts and invoices#
Same as issued invoices: Import, or drag the files onto the Expenses page. It takes PDF, JPG, PNG and HEIC — a receipt photographed with your phone is fine. The AI extracts supplier, date, reference and amounts, flags anything already present with that reference as a duplicate and lets you correct each row before saving. The step by step is under Invoices → Import.