Track every business expense in one place - including salary, PF, PT, and TDS pulled in automatically from payroll.
The Expenses module gives you a centralized view of all business expenses - both ones you record directly here and ones generated automatically from other parts of PrimeHR, like salary disbursement, PF, Professional Tax (PT), and TDS from payroll. This gives Finance and HR one place to see the organization's overall spending.
What you can do
View all expenses in one place, including payroll-driven ones
Record income and fund transfers alongside expenses
Search and filter records by account, date, or status
Map transactions to the correct ledger
Add adjustments (penalties, interest, corrections)
Track TDS deductions
Export records to CSV, or import them in bulk
Dashboard
When you open Finance → Expenses, you'll see:
Total Expenses - the total value of all recorded expenses, including salary disbursements, PF payments, Professional Tax (PT), TDS, vendor payments, office/operational costs, and anything else recorded in PrimeHR
Total Records - the total number of expense and financial records in the system
Expense and Transfer tabs
Expense tab - shows every expense record, with:
Expense Number
Title / Category
Vendor / Client
Date
Type
Amount / Net Paid
Status
Transfer tab - shows transactions involving fund transfers between accounts. (Confirm exact columns shown here when you get a chance.)
Filters & search
Search - by expense title, category, vendor, or other details
Bank Account - view expenses tied to a specific account
From Date / To Date - filter by date range
Status - filter by current status
How to export expenses
Go to Finance → Expenses.
Apply filters, if needed.
Click Export CSV.
The filtered data downloads as a CSV file, which you can open in Excel or Google Sheets.
Useful for keeping offline records, sharing with your accounting team, or doing deeper analysis outside PrimeHR.
How to import expenses
Go to Finance → Expenses.
Click Import.
Select your CSV file.
Upload it, following the required format.
Review the imported data.
Complete the import.
Once imported, records appear in the Expenses list and can be managed like any other expense - useful when bringing in a large number of existing records at once.
How to add a record
Select the transaction type:
Expense - money spent by the organization
Income - money received by the organization
Transfer - moving funds between accounts
For a business expense, choose Expense.
Enter the basic details:
Title - e.g., "Office Supplies," "Vendor Payment," "Travel Expense"
Vendor / Payee - select a registered vendor, or type the name manually
Enter the amount and date of the expense.
Add an adjustment, if needed - for a penalty, interest, correction, or credit, along with the amount and reason.
Enter payment details:
Paid From (Account) - the bank/financial account used
Payment Method - e.g., Bank Transfer
Map the ledger - select the correct ledger this expense should be recorded against, for accurate accounting.
Mark TDS, if applicable - select TDS deducted at source (Form 26Q) if tax was deducted from this payment. (TDS = Tax Deducted at Source; Form 26Q is the standard government form used to report non-salary TDS deductions.)
Add a description - any extra notes or references.
Click Save Record - the expense now appears in your Expenses list, tracked alongside everything else.
Expense status
Each record shows its current status:
Draft - created, but not yet finalized
Approved - reviewed and cleared for payment
Paid - the expense has been paid
Rejected - declined, and won't be processed for payment