Recording Expenses
Track all your barn expenses quickly and easily with EquineOps. Learn how to record one-time and recurring expenses with all the details you need for accurate bookkeeping.
Recording expenses in EquineOps takes just seconds. This guide shows you how to add expenses with the right information, categorize them properly, and keep your books organized.
Why Track Expenses in EquineOps?
Single source of truth:
- All expenses in one place
- No more lost receipts or forgotten purchases
- Complete expense history for each horse
- Easy reporting and analysis
Better decision making:
- See where money is going
- Track costs per horse or client
- Identify spending trends
- Plan budgets more effectively
QuickBooks integration:
- Automatic sync to QuickBooks (when enabled)
- No double data entry
- Categories and vendors stay consistent
- Simplified bookkeeping
Associate expenses with specific horses to accurately track costs per horse and easily bill clients for reimbursable expenses!
Quick Expense Entry
The fastest way to record a daily expense:
Navigate to Expenses
Click “Expenses” in the main navigation menu.
Click “Add Expense”
Look for the ”+ Add Expense” button in the top right corner.
Enter Basic Information
Fill in the essential fields:
Amount (required)
- Enter the total expense amount
- Example: 125.50
Date (required)
- Select when the expense occurred
- Defaults to today
- Change if recording past expense
Category (required)
- Choose from 14+ predefined categories
- Select the category that best fits the expense
- Categories: Feed, Farrier, Veterinary, Supplies, and more
Vendor (required)
- Select who you paid
- Type to search existing vendors
- Or click “Add New Vendor” to create one
Click “Save”
Click the “Save” button to record the expense.
Done! The expense is now tracked and searchable.
Speed tip: Recent vendors and commonly used categories appear at the top of dropdowns for even faster entry!
Complete Expense Entry
For detailed expense tracking, use all available fields:
Navigate and Click “Add Expense”
Same as quick entry - go to Expenses and click ”+ Add Expense”.
Required Fields
Amount: Total expense amount (e.g., 250.00)
Date: When the expense was incurred
Category: What type of expense this is
- Feed & Hay
- Farrier Services
- Veterinary Care
- Bedding & Shavings
- Supplements
- Medications
- Tack & Equipment
- Facility Maintenance
- Insurance
- Training
- Transportation
- Event Fees
- Supplies
- Utilities
- Other
Vendor: Who you paid
- Select existing vendor
- Or create new vendor with name, contact info, and notes
Optional Fields
Horse (highly recommended)
- Link expense to specific horse
- Enables horse-level cost tracking
- Makes client billing easier
- Shows expense history per horse
Linking expenses to horses helps you track per-horse costs and identify expenses to bill back to clients.
Client
- Associate with specific client
- Useful for client-specific expenses
- Helps with billing and reporting
- Auto-filled if horse is selected
Payment Method
- Cash
- Credit Card
- Check
- Bank Transfer
- Other
Tracking payment methods helps with:
- Reconciling accounts
- Cash flow management
- Credit card statement matching
- Check register tracking
Receipt
- Attach receipt photo or PDF
- Drag and drop or click to upload
- Supports images and PDFs
- Helps with tax time and audits
Notes
- Add context or details
- Explain unusual expenses
- Record invoice numbers
- Note reimbursement status
- Mention warranty information
Save the Expense
Click “Save” to record the complete expense.
Recording a Daily Expense - Complete Example
Here’s a realistic walkthrough for recording a common barn expense:
Scenario Setup
You just paid your farrier $150 for shoeing your client’s horse “Star”. You have the receipt and want to bill the client.
Open Add Expense Form
- Click “Expenses” in navigation
- Click ”+ Add Expense” button
Enter Amount and Date
- Amount: 150.00
- Date: Click calendar and select today (or use default)
Select Category
- Click “Category” dropdown
- Select “Farrier Services”
Categories help you generate reports showing how much you spend on farrier, vet, feed, and other areas.
Select Vendor
- Click “Vendor” dropdown
- Type “Smith” to search
- Select “Smith Farrier Service”
- (If not in list, click “Add New Vendor” and enter details)
Link to Horse
- Click “Horse” dropdown
- Type “Star” to search
- Select “Star”
- Client auto-fills to Star’s owner
This links the $150 expense to Star’s cost history.
Select Payment Method
- Click “Payment Method” dropdown
- Select “Check” (if you paid by check)
Attach Receipt
- Click “Attach Receipt” or drag receipt photo
- Select receipt photo from phone/computer
- Photo uploads and thumbnail appears
Add Notes
Type in notes field:
"Reset front shoes, new hind shoes. Next appointment in 6 weeks. Client approved and will reimburse."Save
Click “Save” button.
The expense is recorded! You can now see it in:
- Expenses list
- Star’s profile (expense history)
- Expense reports by category
- QuickBooks (if sync is enabled)
Expense Categories Explained
EquineOps provides 14+ predefined categories to organize expenses:
Operating Expenses
Feed & Hay
- Grain purchases
- Hay deliveries
- Feed supplements (nutritional)
- Treats and rewards
Bedding & Shavings
- Stall bedding
- Shavings deliveries
- Alternative bedding materials
Supplies
- Grooming supplies
- Cleaning supplies
- Barn equipment
- Office supplies
Utilities
- Electricity
- Water
- Heating/cooling
- Internet and phone
Facility Maintenance
- Building repairs
- Fence repairs
- Equipment maintenance
- Grounds keeping
- Pest control
Horse Care Expenses
Farrier Services
- Hoof trimming
- Shoeing (front, hind, or all four)
- Corrective shoeing
- Emergency farrier calls
Veterinary Care
- Wellness exams
- Illness or injury treatment
- Emergency vet calls
- Dental work
- Diagnostic tests
Medications
- Prescription medications
- Over-the-counter medications
- Wound care supplies
Supplements
- Health supplements (non-food)
- Joint supplements
- Vitamins and minerals
- Specialized supplements
Other Categories
Tack & Equipment
- Saddles and bridles
- Blankets and sheets
- Training equipment
- Riding gear
Training
- Professional training fees
- Clinic fees
- Educational materials
Transportation
- Hauling services
- Fuel for horse trailers
- Vehicle maintenance
Event Fees
- Show entry fees
- Competition fees
- Membership dues
Insurance
- Liability insurance
- Horse mortality insurance
- Property insurance
Other
- Anything that doesn’t fit other categories
- Use notes to explain
QuickBooks Users: When QuickBooks is connected, expense categories sync from QuickBooks and become read-only in EquineOps. See QuickBooks Expense Sync for details.
Managing Vendors
Vendors are the businesses or individuals you pay. Keep vendor information organized:
Adding a New Vendor
From Expense Form
- When adding expense, click “Vendor” dropdown
- Click ”+ Add New Vendor”
Enter Vendor Information
Required:
- Vendor Name: Business or person’s name
Optional but recommended:
- Contact Person: Name of your contact
- Phone: Main phone number
- Email: Primary email address
- Address: Physical or mailing address
- Website: Company website
- Notes: Account numbers, payment terms, special instructions
Save Vendor
Click “Save” to create the vendor.
The vendor now appears in the vendor list for all future expenses.
Vendor Best Practices
Use consistent names:
- “Smith Farrier Service” ✓
- Not “Bob Smith” or “Farrier” ✗
Keep information current:
- Update phone and email if changed
- Note account numbers in notes field
- Record payment terms
Add helpful notes:
- “Account #12345 - pay net 30”
- “Delivers Tuesdays and Thursdays”
- “Ask for discount on bulk orders”
QuickBooks Users: Vendors sync from QuickBooks when connected. Create vendors in QuickBooks, and they’ll appear automatically in EquineOps!
Payment Methods
Track how expenses are paid:
Available Payment Methods
Cash
- Physical cash payments
- Petty cash fund
- Cash on delivery
Credit Card
- Business credit card
- Personal card (for reimbursement)
- Note which card in notes if needed
Check
- Business checks
- Personal checks
- Cashier’s checks
- Add check number in notes
Bank Transfer
- ACH transfers
- Wire transfers
- Online bill pay
- Automated payments
Other
- Barter or trade
- Gift cards
- Financing
- Anything else
Why Track Payment Methods?
Reconciliation:
- Match credit card statements
- Balance checkbook
- Track cash flow
Tax Preparation:
- Separate personal from business
- Track business credit card expenses
- Document cash payments
Financial Planning:
- See cash vs. credit usage
- Identify high-interest expenses
- Plan cash flow needs
Attaching Receipts
Keep digital copies of receipts with expenses:
Benefits of Receipt Attachments
- Proof of purchase for taxes
- Easy reference during audits
- No lost paper receipts
- Quick vendor contact lookup
- Warranty information preservation
How to Attach Receipts
From Computer
Upload from Computer
- Click “Attach Receipt” button
- Browse to receipt file (PDF or image)
- Select file
- Click “Open”
- Receipt uploads and thumbnail appears
Receipt Organization Tips
Name receipts clearly:
- Before uploading, rename files
- Example: “2024-03-15_Smith-Farrier_150.pdf”
- Include date, vendor, and amount
Photograph immediately:
- Take photo right after purchase
- Upload from parking lot via mobile app
- Never lose another receipt
PDF is best:
- Email receipts as PDF
- Scan paper receipts to PDF
- PDFs are searchable and always readable
Thermal receipts (like from many stores) fade over time. Photograph or scan them immediately!
One-Time vs. Recurring Expenses
EquineOps supports both one-time and recurring expenses:
One-Time Expense
One-Time Expense
Most expenses are one-time:
- Emergency vet calls
- Single farrier visit
- One-time equipment purchase
- Show entry fee
How to record: Use the standard “Add Expense” form as described above.
Characteristics:
- Single occurrence
- Specific date
- No automatic recurrence
- Full manual control
After Recording an Expense
What Happens Next
Once you save an expense:
Immediate:
- Expense appears in expense list
- Shows in horse’s cost history (if linked)
- Included in reports and totals
- Searchable in universal search
If QuickBooks Sync Enabled:
- Expense syncs to QuickBooks as Purchase
- Appears in QuickBooks within 1 hour
- Category and vendor matched automatically
- Receipt attached in QuickBooks (if uploaded)
For Recurring Expenses:
- Template saved for future generations
- Next occurrence scheduled
- Reminders created
Viewing Recorded Expenses
Find your expenses easily:
Expenses List:
- Click “Expenses” in navigation
- See all expenses in chronological order
- Filter by date, category, vendor, or horse
- Search by any field
Horse Profile:
- Open horse’s profile
- Click “Expenses” tab
- See all expenses for that horse
- Track total cost and cost history
Reports:
- Click “Reports” in navigation
- Select “Expense Report”
- Choose date range and filters
- View totals by category, vendor, or horse
- Export to CSV or PDF
Editing and Deleting Expenses
Made a mistake? No problem:
Editing an Expense
Find the Expense
Navigate to Expenses list or find in horse profile.
Click the Expense
Click on the expense row to open details.
Click “Edit”
Click the “Edit” button in the top right.
Make Changes
Update any fields that need correction.
Save Changes
Click “Save” to update the expense.
If QuickBooks sync is enabled, edited expenses will re-sync to QuickBooks. Changes may take up to 1 hour to appear.
Deleting an Expense
Open the Expense
Click the expense to view details.
Click “Delete”
Click the “Delete” button (usually in overflow menu).
Confirm Deletion
Confirm you want to delete this expense.
Expense Archived
The expense is archived (soft delete) and no longer appears in reports.
Best Practices
Record Expenses Promptly
Don’t let receipts pile up:
- Enter expenses same day if possible
- Use mobile app to add on the go
- Set weekly reminder to catch up
- Less than 5 minutes per day keeps you current
Always Link to Horses When Possible
Linking helps with:
- Accurate cost tracking per horse
- Client billing and reimbursement
- Identifying expensive horses
- Making informed decisions
Add Meaningful Notes
Good notes examples:
- “4-way trim, next appointment 6 weeks”
- “Emergency call - colic, administered banamine”
- “3 months of joint supplement, expires 12/2024”
- “Client approved and will reimburse”
Attach Receipts for Large Expenses
Always attach receipts for:
- Expenses over $50
- Equipment purchases
- Anything you might need to return
- Tax-deductible expenses
- Reimbursable expenses
Use Consistent Categories
Pick the best category and stick with it:
- Don’t mix “Veterinary Care” and “Medications”
- Keep “Supplements” separate from “Feed & Hay”
- Consistency makes reports meaningful
Review Expenses Weekly
Quick weekly review catches:
- Duplicate entries
- Missing expenses
- Incorrect categories
- Expenses to bill clients
Common Scenarios
Emergency Vet Call
Recording the expense:
- Amount: $450.00
- Date: Today
- Category: Veterinary Care
- Vendor: Emergency Equine Clinic
- Horse: Star
- Payment Method: Credit Card
- Receipt: Photo of itemized bill
- Notes: “Colic - administered fluids and banamine. Resolved, no surgery needed. Client notified and approved.”
Bulk Feed Purchase
Recording the expense:
- Amount: $850.00
- Date: Today
- Category: Feed & Hay
- Vendor: Local Feed Store
- Horse: (Leave blank - for all horses)
- Payment Method: Check
- Receipt: Invoice PDF
- Notes: “Monthly feed order - 20 bags grain, 10 bales hay. Account #12345. Should last 3-4 weeks.”
Monthly Board Payment to Owner
Recording the expense:
- Amount: $600.00
- Date: 1st of month
- Category: Other
- Vendor: Client name (or create “Board Payments” vendor)
- Horse: Horse name
- Payment Method: Bank Transfer
- Notes: “Monthly board payment per agreement. Includes feed, stall, turnout.”
This helps track actual expenses for horses you board at client facilities.
Next Steps
Now that you know how to record expenses:
- Set Up Recurring Expenses - Automate regular expenses
- QuickBooks Expense Sync - Connect QuickBooks integration
- Expense Reports - Generate expense reports
- Expense Management Overview - Complete expense features guide
Need Help?
Questions about recording expenses? We’re here to help:
- Email: support@equineops.com