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Contafy helps you manage business expenses by uploading CFDI XML files where you are the receptor (buyer). Track deductible expenses, validate against SAT requirements, and generate expense reports.

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Understanding CFDI expenses

Expenses (gastos) in Contafy represent purchases where:
  • You are the receptor (receiver) of the CFDI
  • Your RFC appears as the receptor in the XML
  • The expense represents a deductible business cost

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Expense categories

Contafy supports expense categorization for better organization:
  • Viáticos: Travel and per diem expenses
  • Oficina: Office supplies and equipment
  • Servicios: Professional services and subscriptions
  • Transporte: Transportation and fuel
  • Alimentación: Meals and entertainment
Categories are for internal organization only. They don’t affect tax deductions or SAT compliance.

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Uploading expense files

The expense upload process is similar to invoice uploads but specifically for XML files where you are the receptor.

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Using the expense upload page

1

Navigate to expense upload

Go to Gastos → Carga de Gastos XML in the sidebar or visit /dashboard/expenses/upload.
2

Check your usage limit

At the top of the page, you’ll see your monthly expense usage:
25 / 100 gastos utilizados (25%)
Te quedan 75 gastos disponibles este mes.
Ensure you have available slots before uploading.
3

Drag and drop XML files

The upload zone accepts XML files:
  • Drag and drop multiple expense XML files
  • Click the zone to browse for files
Only .xml files are accepted. The system validates the extension before queueing.
4

Review the files queue

Each file appears in the queue with:
  • File name and size
  • Validation status (Valid/Error)
  • Type detection (XML)
  • Error messages for invalid files
Remove incorrect files with the trash icon or “Limpiar todo” to clear all.
5

Click 'Procesar archivos'

Once you have valid files queued, click “Procesar archivos” to continue.
6

Select the profile

A dialog prompts you to select the RFC profile (empresa) for these expenses:
  • Choose the profile matching the receptor RFC in the XML files
  • The dialog shows how many files will be processed
  • Frozen profiles are disabled and show a warning
7

Confirm and process

Review the summary and click “Confirmar y procesar”. Each file is uploaded and validated individually.
8

Monitor results

The status updates in real-time:
  • Uploading: Sending file to server
  • Success: Expense validated and saved
  • Error: Validation failed (error message displayed)
After processing, a summary dialog shows successful and failed uploads.
Upload multiple files at once for bulk processing. The system handles them sequentially and provides individual results.

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Expense validation

Expenses are validated against SAT requirements and your profile settings.

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Server-side validation checks

  • XML structure: Valid CFDI format (3.3 or 4.0)
  • Receptor RFC matching: Receptor RFC must match selected profile
  • SAT validation: UUID verification and digital seal
  • Régimen fiscal: Matches profile’s configured regimes
  • Duplicate detection: Checks for existing UUID

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Validation error handling

If validation fails:
  1. The file status changes to “Error”
  2. An error message explains the issue
  3. The file remains in the queue for review
  4. You can remove it and re-upload after fixing

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Common expense validation errors

RFC receptor no coincide
  • The receptor RFC in the XML doesn’t match your profile
  • Verify you selected the correct profile
  • Ensure the expense is actually for this business
UUID ya existe
  • This expense was already uploaded
  • Check the expenses list to confirm
  • Avoid uploading the same file twice
Régimen fiscal no válido
  • The expense’s régimen doesn’t match your profile configuration
  • Update your profile’s regímenes fiscales if needed
  • Verify the XML is correct
Only valid expenses can be used for tax deductions. Always resolve validation errors before filing taxes.

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Manual expense entries

For expenses without a CFDI (e.g., cash purchases below the CFDI threshold), create manual entries.

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When to use manual expenses

  • Purchases below the CFDI requirement threshold
  • Simplified regime expenses
  • Small cash transactions
  • Foreign expenses without Mexican CFDI
Manual expenses don’t have UUIDs or digital seals. Consult your accountant about deductibility.

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Creating a manual expense

1

Open the manual expense dialog

From the expenses list page, click “Gasto manual” in the header.
2

Fill out the expense form

Provide the required information:Basic information:
  • Concepto: Description (e.g., “Papelería oficina”)
  • Subtotal (MXN): Amount before tax
  • IVA (MXN): VAT amount (if applicable)
  • Fecha: Expense date
Optional details:
  • Categoría: Select from Viáticos, Oficina, Servicios, Transporte, or Alimentación
  • Notas: Additional notes or vendor information
3

Create the expense

Click “Crear gasto” to add the manual expense to your records.

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Editing manual expenses

Manual expenses (but not XML-based expenses) can be edited:
1

Find the manual expense

In the expenses list, manual expenses show an “Manual” badge in the ORIGEN column.
2

Click the edit icon

Click the pencil icon in the ACCIONES column.
3

Update the fields

Modify:
  • Concepto
  • Subtotal
  • IVA
  • Categoría
  • Notas
You cannot change the fecha (date) after creation.
4

Save changes

Click “Actualizar” to save your modifications.

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Deleting manual expenses

1

Click delete on the expense

In the expenses list, click the trash icon for the manual expense.
2

Confirm deletion

Type “ELIMINAR” in the confirmation dialog.
3

Submit

Click “Eliminar” to permanently remove the manual expense.

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Expense list and filtering

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Viewing expenses

The expenses page (/dashboard/expenses) displays all uploaded expenses in a table.

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Table columns

  • UUID / FOLIO: Invoice unique identifier (or “Manual” for manual entries)
  • FECHA: Expense date
  • EMISOR: Vendor/supplier name and RFC
  • RECEPTOR: Your business name and RFC
  • MONTO: Subtotal amount
  • IVA TRASL.: IVA charged to you
  • CATEGORÍA: Expense category badge
  • ORIGEN: XML or Manual badge
  • ESTADO: Validation status
  • ACCIONES: Edit/Delete buttons

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Filtering expenses

Use the header filters to narrow down results:

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Profile selector

  • Select a specific RFC profile
  • Choose “Todos” to view expenses across all profiles

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Period filters

  • Mes: Month (Enero - Diciembre)
  • Año: Year (current ± 2 years)

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Régimen fiscal filter

Filter by tax regime if your profile has multiple regimes configured.

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Search field

Search by:
  • UUID
  • Vendor name (emisor)
  • Vendor RFC
  • Expense concept
  • Manual expense notes
The search uses a 500ms debounce to avoid excessive queries.

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Category filter

Filter expenses by category using the category dropdown:
  • Viáticos (purple badge)
  • Oficina (blue badge)
  • Servicios (yellow badge)
  • Transporte (cyan badge)
  • Alimentación (orange badge)
Combine multiple filters to find specific expenses. For example, filter by “Oficina” category + “Diciembre” to see all office expenses from December.

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Deleting expenses

Deleting expenses (XML or manual) is permanent and cannot be undone. Export your data first if needed.
1

Locate the expense

Find the expense to delete in the expenses table.
2

Click the delete icon

Click the trash icon in the ACCIONES column.
3

Review expense details

The dialog shows:
  • Vendor name
  • Concept
  • Total amount
  • UUID (if applicable)
4

Type 'ELIMINAR'

Enter ELIMINAR (all caps) in the confirmation field.
5

Confirm deletion

Click “Eliminar” to permanently delete the expense.

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Expense metrics and summary

The expenses page shows summary cards at the top:

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Total expenses

Displays the sum of all expense subtotals for the selected period and profile.

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Expense count

Shows the number of expenses (XML + manual) in the current view.

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Category breakdown

A visual breakdown of expenses by category (if categories are assigned).
Metrics update automatically when you change filters. They reflect only the currently filtered expenses.

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Usage limits

Expense uploads are subject to monthly limits based on your plan:
PlanMonthly Expense Limit
FREE30 expenses/month
STARTER100 expenses/month
PROFESSIONAL500 expenses/month
ENTERPRISEUnlimited

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Usage tracking

The upload page displays your current usage with a progress bar:
  • 0-74%: Green (normal)
  • 75-89%: Blue (approaching limit)
  • 90-99%: Orange (near limit)
  • 100%: Red (limit reached)
When you reach the limit:
  • You cannot upload more expenses until next month
  • An alert suggests upgrading your plan
  • Existing expenses remain accessible
Manual expense entries do not count toward your monthly limit. Use them for small or cash purchases to conserve your XML upload quota.

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Best practices

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Organize by category

  • Assign categories to manual expenses immediately
  • Use consistent category names
  • Categories help with expense reports and tax preparation

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Regular uploads

  • Upload expenses weekly or monthly
  • Don’t wait until the end of the fiscal year
  • Regular uploads help track cash flow

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Validate immediately

  • Review validation errors as soon as they occur
  • Contact vendors if CFDIs are invalid
  • Don’t accumulate invalid expenses

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Keep backups

  • Export expense reports regularly
  • Download XML files to a secure location
  • Maintain copies outside Contafy

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Troubleshooting

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”Límite de gastos alcanzado”

You’ve used all expense slots for the month. Options:
  1. Wait until next month (resets on the 1st)
  2. Upgrade to a plan with higher limits
  3. Use manual expense entries (don’t count toward limit)

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“Perfil congelado”

The selected profile is frozen and cannot accept new expenses. Resolve by:
  1. Upgrading your plan (if frozen due to limit)
  2. Updating payment method (if payment issue)
  3. Contacting support

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”No se encontraron gastos”

No expenses match your current filters. Try:
  1. Clearing all filters
  2. Selecting “Todos” for profile
  3. Expanding the date range
  4. Checking if you’ve uploaded any expenses

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Next steps

View reports

Generate expense reports and financial analytics

Export data

Export expenses to PDF and Excel formats