Manage Expenses & Deductions

• Click Expenses + Record Expense to open the new expense form
• Select the date the expense was incurred (matching the receipt/tax invoice date, not today’s entry date)

Attach supporting documents

• Snap or upload the receipt/tax invoice directly into the expense record so Sole keeps a copy for tax audit and deduction 
• If there is no formal receipt (e.g. toll, small cash payment), upload any alternative proof (screenshot, invoice email) or add a clear note in the description field.

Enter core expense details

For each expense line, fill in:

• Supplier/Vendor name (who you paid: fuel station, SaaS provider, contractor, etc.).
• Amount including GST as shown on the receipt, then specify GST content if Sole prompts you for tax treatment.

Assign the correct category for deductions

• Choose an expense category that matches ATO‑deductible types: e.g. Home office, Vehicle, Travel, Marketing, Software, Professional services.
• If an expense is partly personal, set the business‑use percentage or split the amount, and only record the part that relates to business as deductible.

Example category mapping

• Business fuel → Vehicle expenses (business portion only)
• Zoom/hosting subscription → Software / Internet / Communication
• Accountant fees → Professional services

Save and review each expense record

• Click Save (or equivalent) so the expense becomes part of your organisation’s operating costs list.
• After saving, quickly review the expense line: correct date, amount, GST treatment, category, and attachment so you don’t have to fix it at tax time.

Convert expenses into invoices (reimbursement)

• When an expense needs reimbursement (e.g. you paid personally for a business item), use Sole’s convert expense into invoice option.
• Review the generated invoice to ensure: client or payer is correct, description explains it’s a reimbursable expense, and amounts match the underlying expense entry.