.png)
Manual Expenses
Track overhead and vendor spend that does not live in your accounting platform. Use Manual Expenses for costs you pay outside QuickBooks or Xero, or if you do not use accounting software at all.
How to Set Up
- Go to Dashboard > Integrations
- Click Connect on the Manual Expenses card
- Enter a Source name (for example, Operating Expenses, Owner Cards, Rent and Utilities)
- Once the source is created, open it to add monthly entries or import a CSV
You can create more than one Manual Expenses source on plans that support multiple connections per provider. Use separate sources to keep categories clean, for example one for operating expenses and another for owner-paid costs.
Input Methods
Manual Monthly Entry
Open your Manual Expenses source and fill in the Add monthly entry form:
| Field | Required | Description |
|---|---|---|
| Month | Yes | The month this expense falls under, in YYYY-MM format |
| Category | Yes | Short label such as Rent, Software, Legal, Marketing (up to 100 characters) |
| Amount | Yes | Total dollars spent |
| Vendor | No | The company or person you paid (up to 120 characters) |
| Notes | No | Free-text notes (up to 500 characters) |
Each entry is stored as its own line item, so you can record multiple expenses for the same month.
CSV Upload
Upload a CSV file with your expense entries. The file limit is 5 MB.
CSV Format
| Column | Required | Description |
|---|---|---|
| month | Yes | Month in YYYY-MM format (for example, 2026-01) |
| category | Yes | Category label |
| amount | Yes | Total dollars spent |
| vendor | No | Vendor or supplier name |
| notes | No | Free-text notes |
Dollar signs and commas in the amount column are stripped automatically.
Example CSV
month,category,amount,vendor,notes
2026-01,Rent,4500.00,Landlord LLC,HQ lease
2026-01,Software,899.00,Various SaaS,
2026-02,Legal,1200.00,Baker & Co,Trademark filing
A blank template is available from the Download CSV template button on the modal.
What Gets Tracked
- Total expense amount per month
- Breakdown by category (sorted by largest spend)
- Breakdown by vendor (sorted by largest spend)
- Monthly totals across your selected date range
- Individual line items with category, vendor, and notes
The source modal shows summary cards for source name, tracked spend, entry count, and top category. A Recent entries table lists the last 20 entries with month, category, vendor, amount, and notes, and lets you delete any row.
Updating and Duplicates
When you upload a CSV or add another entry with the same category + vendor + notes combination for the same month, Nummbas updates the existing entry instead of creating a duplicate. New combinations are added as new rows.
Sync Frequency
There is no automated sync. You add data whenever it is available. Nummbas includes your manual expenses in reports as soon as you save them.
Features Powered by Manual Expenses Data
- Expense Intelligence. Manual expenses appear alongside automated data sources in the category breakdown, top vendors table, and spending charts.
- Profit and Loss. Line items flow into net margin calculations so your true profitability reflects every cost.
- Cash Projection. Monthly totals are factored into your runway and cash-flow models.
- Business Reports. Operating cost and profitability reports include manual entries.
Tips
- Pick short, consistent category labels. "Software" is easier to trend than typing a different vendor name each time.
- If you already use QuickBooks or Xero, only add costs here that your accounting platform does not capture.
- Use separate sources when different people own different expense buckets, so each owner can track their own.