> ## Documentation Index > Fetch the complete documentation index at: https://docs.taskezy.co/llms.txt > Use this file to discover all available pages before exploring further. # Purchasing > Capture expenses from a photo, record supplier bills, raise purchase orders, pay vendors, and get the VAT right — over WhatsApp and in the app. 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](/whatsapp-setup#roles). ## 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. ### 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](/reports#profit-and-loss); the rest are operating expenses. ### 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](/reports#vat-return). ### 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. ## 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. | What you bought | Paid on the spot | Paying later | | - | - | - | | **Stocked** items — kept on the shelf | **Bill** with its items, then **Record payment** the same day | **Bill** with its items | | **Sourced** items — ordered in for one job | **Expense**, category Materials, tagged to the project | **Bill**, tagged to the project | | **Services** and labour | **Expense** | **Bill** | An expense has no item lines, so it never changes your stock count. See [Inventory](/inventory) for the three kinds of item. ## 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"*. ## 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. ## 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**. ## 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. ## What's next * [Which document to use](/documents) — purchase order vs bill vs expense. * [Reports and tax](/reports) — where your spending shows up. * [Inventory](/inventory) — what bills do to your stock.