Expense management

How to add an expense

Create a new expense in MileLedger by tapping the add button, filling in the required fields, and saving. Free accounts can store up to 10 expenses total; Premium accounts are unlimited.

How to edit an expense

Open any saved expense from your history and tap Edit to update any field, including amount, category, merchant, tax, tip, attachments, and trip link.

How to delete an expense

Delete an expense from its detail view or by swiping left on the expense row. Deletion is permanent and cannot be undone.

Expense categories

MileLedger ships with a set of built-in expense categories covering common business and personal spending. You can also create custom categories to match your specific workflow.

Business vs. personal expenses

Every expense in MileLedger can be marked as Business or Personal. This categorization flows through to reports, exports, and reimbursement tracking.

Merchants and vendors

The Merchant field lets you record where an expense was incurred. Merchant names appear in reports, search results, and exports, making it easy to spot spending patterns.

Taxes, tips, and fees

MileLedger supports granular expense breakdown fields — subtotal, tax, tip, discount, and fees — so your records match the actual receipt and the grand total is calculated accurately.

Attaching receipts to an expense

Each expense supports up to 12 receipt attachments. You can shoot a new photo, pick from your library, or use the document camera to scan a paper receipt.

Viewing your expense history

The Expenses tab displays all your saved expenses in reverse-chronological order. You can scroll, search, filter, and tap any row to see full details.

Searching and filtering expenses

Use the search bar and filter panel on the Expenses tab to zero in on exactly the expenses you need, whether by keyword, category, date range, or business/personal purpose.

Linking an expense to a trip

Any expense can be linked to one of your 40 most recent trips, keeping related mileage and cost data together. Parking and toll expenses can optionally sync their amount to the linked trip.

How expense totals are calculated

MileLedger calculates the grand total as: Amount + Tax + Tip + Fees − Discount. Each component is optional; only the Amount field is required.

Handling expenses with missing receipts

MileLedger does not require a receipt to save an expense, but it may display a soft policy hint for categories where receipts are commonly expected. You can always save without a receipt.

Troubleshooting incorrect expense amounts

If an expense total looks wrong, the most common causes are an incorrect exchange rate, a misplaced breakdown value (tax, tip, discount, or fee), or a data-entry error in the Amount field.

Budgets and spending alerts

Budgets let you define a spending ceiling per category over a weekly, monthly, or yearly period. MileLedger alerts you as you approach or cross the limit, and the Insights screen visualises your progress.

Recurring expenses

Recurring expenses allow you to set up expenses that repeat on a schedule — weekly, monthly, quarterly, or annually — so you do not have to log them manually each time.