{"id":14438,"date":"2024-12-27T10:00:00","date_gmt":"2024-12-27T09:00:00","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=14438"},"modified":"2026-10-07T02:44:52","modified_gmt":"2026-10-07T00:44:52","slug":"income-expense-accounting","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/income-expense-accounting\/","title":{"rendered":"How to Set Up Income and Expense Accounting in Planfix"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Income and expense accounting in Planfix starts with a ready-made solution rather than an empty spreadsheet: install it, and the account already has the directories, the data tags and the reports it needs. <a href=\"https:\/\/planfix.com\/features\/revenue-and-expense-tracking\/\">Revenue and expense tracking in Planfix<\/a> works through data tags added to the tasks where money is actually received or spent, so every figure keeps the task and project it belongs to. This three-minute video follows that setup from the solution to the payment report.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Creating Simple Reports in Planfix | Step-by-step Guides\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/3C53rm7R-Qc?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you\u2019ll learn: how to set up income and expense accounting<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Install the ready-to-use income and expenses solution instead of building it by hand (0:03).<\/li>\n\n\n\n<li>Fill the directories with the income and expense items your company actually uses (0:22).<\/li>\n\n\n\n<li>Find the reports that arrive with the solution (0:54).<\/li>\n\n\n\n<li>Choose the object a report takes its data from (1:12).<\/li>\n\n\n\n<li>Read a payment report and change its breakdown (2:17).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to set up income and expense accounting in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Install the Income and Expenses Accounting solution<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Solutions are installed by the account owner or an administrator: open <strong>Account Management<\/strong> \u2192 <strong>Solutions<\/strong>, click <strong>Install solution<\/strong>, pick <strong>Income and Expenses Accounting<\/strong> from the list and click <strong>Install<\/strong>. Setup is available on any plan. The details are in the help article on the <a href=\"https:\/\/planfix.com\/help\/Income_and_Expenses_Accounting\">Income and Expenses Accounting solution<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Fill in the Income and Expenses directories<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Before anyone enters an amount, fill in the <strong>Incomes<\/strong> and <strong>Expenses<\/strong> directories: go to <strong>Main Menu<\/strong> \u2192 <strong>Directories<\/strong> and open <strong>Expenses<\/strong> or <strong>Incomes<\/strong>. Delete the entries added by default as examples, then add entries named after the income and expense items adopted in your organization. You don\u2019t have to recall every item at once \u2014 <a href=\"https:\/\/planfix.com\/features\/directories\/\">Planfix directories<\/a> can be extended as you work, and entries can be grouped so a long list stays navigable.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Record amounts with the Income and Expenses data tags<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To register income received or an expense incurred, add the <strong>Income<\/strong> or <strong>Expenses<\/strong> data tag to a task. Add it to the task where the money was actually received or spent: the entry then carries that task and its project, which is what gives later reports their breakdown. Explain the operation in a comment. For amounts with no task of their own, such as expenses on product deliveries or income from minor repairs, create special tasks for accounting purposes. The mechanics are shown in <a href=\"https:\/\/planfix.com\/blog\/video\/data-tags-in-planfix-automating-financial-controls\/\">expense tracking with data tags<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Open the reports that come with the solution<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Everything entered through the <strong>Income<\/strong> and <strong>Expenses<\/strong> data tags appears in the corresponding reports. <strong>Report: Income and Expenses<\/strong> shows income and expenses broken down by project and task for the current and previous month, and by default takes information from all unfinished tasks. You can edit that report or build others on the same data tags with a different breakdown by changing their data selection parameters, as the help article on the <a href=\"https:\/\/planfix.com\/help\/Reports_in_the_%22Income%22_and_%22Expenses%22_Solution\">Income and Expenses reports<\/a> describes.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Choose the object the report is built on<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The first step of a new report asks for three things: the group it belongs to, its name and the object whose data it uses. For money entered with data tags, that object is <strong>Data tags<\/strong>, and after choosing it you specify which data tags the report includes. Other objects answer other questions: <strong>Tasks<\/strong> for task data and statistics, <strong>Projects<\/strong> for efficiency ratios calculated with formulas, <strong>Directories<\/strong> for reference data such as stock balances. If you hesitate, open a standard Planfix report that resembles yours and see which object it uses.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 6. Decide who sees the numbers<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">By default the solution divides nobody by role: every employee may enter income and expense data and sees the summary for the tasks they have access to. To narrow that down, restrict access to the <strong>Income<\/strong> and <strong>Expenses<\/strong> data tags, restrict who may add, edit and delete items in the <strong>Types of income\/expenses<\/strong> directory, or restrict access to <strong>Report: Income and Expenses<\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The payment report at the end of the video<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The video closes on a payment report (2:17) built from the same entries. A payment report is the income and expenses report with a breakdown of your own: keep <strong>Data tags<\/strong> as the object, set the selection parameters to the period and the tasks you need, and group the rows by project, task or item. Because every amount sits inside a task, the same data reads as a monthly total or as the single payment behind it.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who it\u2019s for<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Finance and management:<\/strong> income and expenses for the current and previous month, by project and by task.<\/li>\n\n\n\n<li><strong>Project managers:<\/strong> the cost of a project collected from its tasks, with no separate budget file.<\/li>\n\n\n\n<li><strong>Small teams:<\/strong> a working financial setup on any plan, installed instead of designed.<\/li>\n\n\n\n<li><strong>Accountants:<\/strong> consistent income and expense items, because they come from a shared directory rather than from memory.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-start-income-and-expense-accounting-in-planfix\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I start income and expense accounting in Planfix?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">The account owner or an administrator installs the <strong>Income and Expenses Accounting<\/strong> solution, available on any plan. Then fill in the <strong>Incomes<\/strong> and <strong>Expenses<\/strong> directories, set access rights, and the team can add data tags to tasks.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-where-do-income-and-expense-categories-come-from\"><h3 class=\"aioseo-faq-block-question\"><strong>Where do income and expense categories come from?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">From the <strong>Incomes<\/strong> and <strong>Expenses<\/strong> directories in <strong>Main Menu<\/strong> \u2192 <strong>Directories<\/strong>. The solution adds sample entries that you can delete, and you add the items used in your company; the list can be extended and grouped later.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-i-change-the-breakdown-in-the-income-and-expenses-report\"><h3 class=\"aioseo-faq-block-question\"><strong>Can I change the breakdown in the income and expenses report?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Yes. The default report covers the current and previous month and unfinished tasks; edit it, or create another report on the same data tags with a different breakdown through its data selection parameters.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Start with one month of real amounts<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Install the solution, put your real items into the directories and record one month of income and expenses inside tasks. A single month shows whether the items match how your company counts money, and the <a href=\"https:\/\/planfix.com\/ready-made-solutions\/income-and-expenses-accounting-p160\/\">Income and Expenses Accounting configuration<\/a> can be adjusted or restored to its defaults afterwards. If you would rather assemble a report yourself, see how to <a href=\"https:\/\/planfix.com\/blog\/video\/planfix-for-beginners-reports\/\">build an expense report from scratch<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>3-minute video + steps: set up income and expense accounting in Planfix \u2014 install the solution, fill the directories and read the payment report.<\/p>\n","protected":false},"author":146,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[58,174,344,254],"class_list":["post-14438","post","type-post","status-publish","format-standard","hentry","category-video","tag-data-tags","tag-directories","tag-accounting","tag-reports-in-planfix"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - 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