Expense Intelligence

Expense Intelligence pulls expenses from all your connected platforms and shows you where your money is going, how your spending is changing, and where you can cut costs or get better value.

Find Your Way Around

Open Expense Intelligence and choose a section:

• Overview — review total spending and spending rates.
• Cost Changes to Review — investigate changes that need a closer look.
• Spending by Category — compare categories and changes between periods.
• Spending by Vendor — see the businesses you pay.
• Expenses — search and review individual expense records.
• Planning — manage spending targets, review recurring costs, and see upcoming payments.

Plan Spending

In Planning, choose spending targets to compare a category’s spending against your target for the month. Review recurring costs to see the usual charge, latest charge, frequency, and last charge date. The upcoming payments view shows recorded bills and expected payments, with vendor, due date, amount, and source.

Data Sources

Expense Intelligence combines costs from:

• QuickBooks or Xero — operating expenses and overhead
• Expenses you add — costs entered directly or imported from a CSV
• Meta Ads, Google Ads, TikTok Ads, Pinterest Ads, Snapchat Ads — advertising spend
• Stripe — payment processing fees
• Square — retail processing fees
• ShipStation, Shippo, ShipBob, and added fulfillment costs — shipping and fulfillment costs

KPI Cards

Four cards at the top summarize your spending for the selected date range:

• Total Expenses — total spending across all categories, with percentage change vs. the prior period
• Monthly Burn — average monthly spending rate
• Daily Burn — average daily spending rate
• Biggest Category — the expense category consuming the most money, with its percentage of total spend

Efficiency Benchmarks

Four metrics show how efficiently you are spending relative to revenue, each with a color-coded benchmark:

Green means you are within or below the benchmark. Amber means you are above it.

Spending by Category

A donut chart showing how your total expenses break down across categories like advertising, shipping, software, cost of goods, and more.

Category Amounts

A horizontal bar chart showing the total amount spent in each expense category for the selected period. This gives you a quick visual comparison of where the biggest amounts are going.

Period Comparison

A table showing how each expense category has changed compared to the same length period right before. The date ranges are shown in the subtitle so you can see exactly which periods are being compared.

For example, if you select "Last 90 Days", the table compares your last 90 days against the 90 days before that.

Top Vendors

A table of the companies and services you spend the most with, ranked by total amount. This helps you identify your biggest vendors at a glance.

Ad Platform Efficiency

A table showing how much revenue each connected ad platform generates compared to what you spend on it. For each platform (Meta, Google, TikTok, Pinterest, Snapchat), you will see:

• Spend — total ad spend for the period
• ROAS — return on ad spend (color-coded: green for 3x+, amber for 1-3x, red below 1x)
• Cost / Conversion — how much you pay per conversion
• % of Revenue — what share of your revenue goes to this platform

When you have more than one ad platform connected, a Total row shows blended ROAS and cost per conversion across all platforms.

Shipping Efficiency

Shows your shipping costs and how they compare across carriers:

• Total Shipping Spend — total spent on shipping for the period
• Avg Cost per Shipment — average cost to ship one order (benchmarked against $5-$10)
• Shipping % of Revenue — shipping as a share of revenue

If you have multiple carriers, a breakdown table shows spend, shipment count, and average cost per shipment for each carrier.

Optimization Opportunities

Actionable suggestions for reducing spending or getting better value. These are generated based on your actual expense patterns, such as:

• Processing fees above the standard rate
• Ad spend above the 30% of revenue benchmark
• Shipping costs above the 12% benchmark
• Opportunities to negotiate with high-spend vendors

Each suggestion includes a link to ask Nummbas-FO for personalized advice on that specific opportunity.

Add and Import Expenses

Record expenses paid outside your accounting platform, or track costs if you do not use accounting software. Add each expense on the date it was paid so it appears in the right reporting period.

Add an Expense

1. Open Expense Intelligence from the dashboard navigation.
2. Open Expenses, then select Manual expenses.
3. Enter the Date paid, Category, and Amount.
4. Add a vendor and description if useful, then select Add expense.

Use a negative amount for a refund. Only add costs that are not already included in your connected accounting records.

If you have existing expense groups, use Expense group to choose where to record the expense. A group is created automatically for your first expense.

Import a CSV

In Manual expenses, select Download template under Import CSV. Fill in the file, choose it in the form, and select Upload CSV. The file limit is 5 MB.

date,category,amount,vendor,description
2026-01-05,Rent,4500.00,Landlord LLC,January rent
2026-01-12,Software,899.00,Software supplier,Annual subscription
2026-02-03,Software,-100.00,Software supplier,Partial refund

The import result shows how many rows were saved and which rows failed. Correct any failed rows before uploading them again.

Review and Correct Entries

Recent entries shows your saved expenses. Search by text, filter by category or vendor, sort by date or amount, and use the page controls to find older entries.

Select Edit on a row to change its details, then Save changes. Select Delete to remove an entry; Nummbas asks you to confirm before deleting it.

Adding another expense creates a separate entry, even if its details match an earlier expense. To correct an amount, edit the existing row. Re-uploading the same CSV rows does not add those rows again, but changing an imported amount creates a different row, so edit the original expense when making a correction.

Where Expenses Appear

Saved expenses appear in Expense Intelligence and the reports that use those costs. Use the date range and source controls to review the period you need. Manual expenses add recorded costs; they do not replace the complete accounting records needed for a full profit and loss view.

There is no automatic sync for manual expenses. Add new expenses or upload a file when you have more costs to record.