Rent, salaries, electricity, licence fees, aggregator commission — recorded against a chart of accounts built for your kind of business, and turned into a profit and loss statement you can actually read.
An expense is money your business spends on running itself — rent, staff salaries, the electricity bill, licence fees, the plumber. It is not the same as buying stock. Stock becomes inventory and sits on your books until you sell it; an expense is gone the moment you pay it.
That distinction is the whole point, because it is the difference between gross profit and net profit. What you paid for the rice is cost of goods. What you paid the cook is an operating cost. Setuverse keeps them apart so both numbers mean something.
Expense management is part of the ₹2,999/year plan — not an add-on — and it draws on the same suppliers as purchases and the same sales as your billing, so the profit and loss statement is built from what already happened rather than from data you re-enter.
Fast enough to do on the spot, complete enough to hand to your accountant at year end.
Every expense gets its own sequential number, so nothing goes missing and nothing is entered twice under a different name.
The base amount and the tax on it are recorded as distinct figures, so the total is never a number somebody had to work out by hand.
Photograph the bill and keep it with the entry. The paper can go in a drawer and stay there — the record that matters is in the system.
Expenses use the same supplier records as purchases, so your landlord or your electrician is one entry in the system rather than three spellings of the same name.
Record the payment method and reference — cash, UPI, bank transfer, cheque — so an expense can be matched back to the bank statement later.
Draft, submitted, approved, rejected, paid or cancelled — you can always tell what has been settled and what is still waiting.
Most software hands you a blank list and expects you to invent your own categories. Setuverse sets up a core chart the day you start, then adds a pack for your kind of business — so the categories on screen are the ones you actually spend money on.
Every business
A 19-category core covering the things every business pays for.
Rent · Utilities · Personnel · Repairs & maintenance · Insurance · Professional fees · Bank & payment charges · Licences & taxes · Marketing · Travel · Freight · Packaging
Restaurants add
Eight more that only a food business needs.
Food cost · Non-alcoholic beverage cost · Kitchen fuel · Crockery & smallwares · Linen & laundry · Cleaning & pest control · Aggregator commission · Staff meals
Bars add
Six more, including the ones the excise department cares about.
Liquor cost · Beer cost · Wine cost · Excise licence fees · Glassware breakage · Music & entertainment
Aggregator commission is its own line. If you take orders through a delivery platform, that commission is one of the largest numbers in your business and it is not rent, not marketing and not cost of goods. Putting it anywhere else makes your food cost look wrong and your profit look like a mystery.
You can add your own categories on top, and the chart is set up automatically — there is nothing to configure before you record your first expense.
A single-owner shop records an expense and moves on. A business with a manager and an accountant wants a second pair of eyes on anything large. Both work.
An expense is submitted for approval and either cleared or sent back. Whoever submitted it can also withdraw it before a decision is made.
Who submitted it, when, who approved it and when — recorded against the expense rather than remembered by somebody. The approver's name is always shown.
A week of small expenses does not need a week of clicking. Clear a batch together when you sit down to do the books.
When a staff member has paid out of pocket, an approved expense can be turned into a reimbursement to settle rather than a note on a piece of paper.
Built from your sales, your purchases and your expenses — three things already in the system. You choose a period; the statement is there.
Monthly, quarterly or yearly. Revenue, cost of goods, operating costs, and the gross, operating and net profit that fall out of them — each with its margin.
This quarter against last. The comparison is usually more useful than the number, because it tells you which way things are going.
Your largest expense categories ranked, spend by cost centre, and the trend month by month so a slow creep is visible before it becomes a problem.
Gross profit asks: is what I sell priced right?
Revenue minus what the goods cost. If this is thin, your prices or your suppliers are the problem — and the answer lives in purchases.
Net profit asks: is the business viable?
What is left after rent, salaries and everything else. A shop can have healthy gross profit and still lose money, and this is the number that tells you so.
Cost of goods is filled in from your purchases, so the more accurately purchases are recorded against real products, the more the gross margin means.
Expenses, salaries, rent and supplier payments are visible only to owner and admin accounts. Your cashier can take payments all day without ever seeing what you pay your staff or your landlord.
Food cost against sales, aggregator commission on its own line, and staff meals where they belong.
Excise licence fees, glassware breakage and entertainment costs tracked separately from liquor cost.
Where platform commission can quietly eat the entire margin, and needs to be visible to be argued with.
Rent, electricity and delivery costs separated from stock, so the real margin on groceries is visible.
Licence renewals, cold storage running costs and professional fees, all in their own categories.
Seasonal buying against steady overheads, so a slow month is understood rather than feared.
Expense management and profit & loss in Setuverse.
Included in the ₹2,999/year plan, with a free month to try it. Your categories are set up the day you start.