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Purchasing is everything you spend. In the app it’s under Purchases: Vendors, Purchase Orders, Expenses, Bills and Vendor Payments. Recording expenses and bills needs the Owner, Manager or Finance role.

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Expenses

An expense is a cost you’ve already paid, captured from its receipt. Purchases → Expenses lists them all — filter by Pending, Confirmed, Rejected, category, or Needs VAT review. In the app — click New expense and drop the receipt on Scan a receipt: the form fills itself in. Check the Vendor, Accounting category, Amount (and whether it includes VAT), Date and Project, and the Tax details — supplier TRN, whether you have a tax invoice, and the VAT amount. Click Create receipt. With Tia — forward a photo, a supplier PDF or a voice note. She replies with a draft — vendor, amount, VAT, category and project. Reply confirm to record it, or send a correction — “project: JBR Villa 4”, “category: fuel” — and she redrafts. The original receipt is kept with the expense, as the FTA requires. Receipts Tia has drafted but nobody has confirmed are on Expenses under Pending, or ask “what’s pending?”. You can confirm or reject each one. Remove a recorded expense with “archive that expense” — and restore it the same way.

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Categories

Each expense has a category. Some are costs of a job — Materials, Subcontractor, Transport, Equipment — and can be tagged to a project. The rest are running costs, such as Office rent, Software & subscriptions, Payroll, Marketing, Licenses & fees, Bank fees, Utilities, Logistics and Vehicle & fuel. Materials, subcontractors, equipment, logistics and cost of goods sold count as cost of sales on your P&L; the rest are operating expenses.

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VAT on expenses

Each expense carries a VAT treatment — Standard, Zero-rated, Exempt, Reverse charge, Designated zone or Out of scope — and a decision on whether you can recover the input VAT.
  • Reverse charge is for services bought from abroad. You account for the VAT yourself; it nets to nothing on your return.
  • Blocked input VAT. Some VAT can’t be recovered — client entertainment, personal use of a motor vehicle, an employee’s personal benefit, exempt supplies, non-business spend, or a receipt that isn’t a proper tax invoice. Vehicle & fuel and Client entertainment are blocked by default.
  • Needs VAT review. Expenses Taskezy isn’t sure about are flagged. Filter Expenses by Needs VAT review, open each one, and use Override manually if you need to.
These decisions flow straight into your VAT return.

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Export

On Expenses, click Export CSV to download a CSV of the list you’re looking at — with supplier TRN, VAT, totals in AED and the VAT-review flag. Handy for your accountant.

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Bill or expense?

Usually it’s about timing: paid when you bought it is an expense; paying later is a bill, then a vendor payment. The exception is stock you keep on the shelf — only a bill with its items adds stock to your inventory, so record those as a bill even if you paid on the spot. An expense has no item lines, so it never changes your stock count. See Inventory for the three kinds of item.

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Bills

A bill is a supplier’s invoice you’ll pay later.
  • Record a bill — Purchases → Bills → New bill: the vendor, their bill number, bill and due dates, and line items. Or tell Tia — “log the bill from Plumbus for 4,800, due end of month”.
  • What you owe — “what bills are outstanding?” lists unpaid bills by supplier and due date. Bills filters to Unpaid, Overdue, Partial and Paid.
  • Find a bill — “find the Plumbus bill”.

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Purchase orders

Raise a purchase order when you order before the bill arrives.
  • Raise one — Purchase Orders → New PO: the vendor, order and expected dates, and line items. Or “raise a PO to Plumbus for 5,000 of pipe fittings”. It gets a reference like PO-2026-0056.
  • Send it — Mark as sent in the app moves it to Issued.
  • Bill it — when the supplier’s invoice comes, click Convert to bill on the PO. The lines come across, ready to check. A PO can be billed over several bills; the PO shows Total, Billed and Remaining.
  • Link a bill you already recorded — “link BILL-2026-0088 to PO-2026-0056”, or Link existing bill on the PO.

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Paying suppliers

“Paid Plumbus 4,800 against their bill” records a vendor payment and reduces what you owe. In the app, click Record payment on the bill, or go to Vendor Payments.

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Vendors

Vendors is one list of everyone you buy from — suppliers, bill vendors and the merchants on your receipts.
  • Add one — New vendor, with their name, TRN, contact details and country. Or “add vendor Gulf Cables, TRN 100…”. Tia won’t add a vendor twice: she checks the TRN, phone, email and name first.
  • From a receipt — the first time you use a merchant it’s kept as text on the expense. When one keeps coming up, ask Tia to turn it into a proper vendor, linked to its history.
  • Duplicates — Vendors → Review duplicates finds likely duplicates by TRN, phone, email or a similar name. Merge into selected moves every bill and payment onto the one you keep.

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