> ## Documentation Index
> Fetch the complete documentation index at: https://docs.contafy.com.mx/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing expenses

> Learn how to upload, validate, and track CFDI expense XML files in Contafy

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.

## 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

### 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

<Note>
  Categories are for internal organization only. They don't affect tax deductions or SAT compliance.
</Note>

## Uploading expense files

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

### Using the expense upload page

<Steps>
  <Step title="Navigate to expense upload">
    Go to **Gastos** → **Carga de Gastos XML** in the sidebar or visit `/dashboard/expenses/upload`.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Click 'Procesar archivos'">
    Once you have valid files queued, click "Procesar archivos" to continue.
  </Step>

  <Step title="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
  </Step>

  <Step title="Confirm and process">
    Review the summary and click "Confirmar y procesar". Each file is uploaded and validated individually.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  Upload multiple files at once for bulk processing. The system handles them sequentially and provides individual results.
</Tip>

## Expense validation

Expenses are validated against SAT requirements and your profile settings.

### 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

### 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

#### 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

<Warning>
  Only valid expenses can be used for tax deductions. Always resolve validation errors before filing taxes.
</Warning>

## Manual expense entries

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

### When to use manual expenses

* Purchases below the CFDI requirement threshold
* Simplified regime expenses
* Small cash transactions
* Foreign expenses without Mexican CFDI

<Note>
  Manual expenses don't have UUIDs or digital seals. Consult your accountant about deductibility.
</Note>

### Creating a manual expense

<Steps>
  <Step title="Open the manual expense dialog">
    From the expenses list page, click "Gasto manual" in the header.
  </Step>

  <Step title="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
  </Step>

  <Step title="Create the expense">
    Click "Crear gasto" to add the manual expense to your records.
  </Step>
</Steps>

### Editing manual expenses

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

<Steps>
  <Step title="Find the manual expense">
    In the expenses list, manual expenses show an "Manual" badge in the ORIGEN column.
  </Step>

  <Step title="Click the edit icon">
    Click the pencil icon in the ACCIONES column.
  </Step>

  <Step title="Update the fields">
    Modify:

    * Concepto
    * Subtotal
    * IVA
    * Categoría
    * Notas

    You cannot change the fecha (date) after creation.
  </Step>

  <Step title="Save changes">
    Click "Actualizar" to save your modifications.
  </Step>
</Steps>

### Deleting manual expenses

<Steps>
  <Step title="Click delete on the expense">
    In the expenses list, click the trash icon for the manual expense.
  </Step>

  <Step title="Confirm deletion">
    Type "ELIMINAR" in the confirmation dialog.
  </Step>

  <Step title="Submit">
    Click "Eliminar" to permanently remove the manual expense.
  </Step>
</Steps>

## Expense list and filtering

### Viewing expenses

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

#### 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

### Filtering expenses

Use the header filters to narrow down results:

#### Profile selector

* Select a specific RFC profile
* Choose "Todos" to view expenses across all profiles

#### Period filters

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

#### Régimen fiscal filter

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

#### 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.

### 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)

<Tip>
  Combine multiple filters to find specific expenses. For example, filter by "Oficina" category + "Diciembre" to see all office expenses from December.
</Tip>

## Deleting expenses

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

<Steps>
  <Step title="Locate the expense">
    Find the expense to delete in the expenses table.
  </Step>

  <Step title="Click the delete icon">
    Click the trash icon in the ACCIONES column.
  </Step>

  <Step title="Review expense details">
    The dialog shows:

    * Vendor name
    * Concept
    * Total amount
    * UUID (if applicable)
  </Step>

  <Step title="Type 'ELIMINAR'">
    Enter `ELIMINAR` (all caps) in the confirmation field.
  </Step>

  <Step title="Confirm deletion">
    Click "Eliminar" to permanently delete the expense.
  </Step>
</Steps>

## Expense metrics and summary

The expenses page shows summary cards at the top:

### Total expenses

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

### Expense count

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

### Category breakdown

A visual breakdown of expenses by category (if categories are assigned).

<Note>
  Metrics update automatically when you change filters. They reflect only the currently filtered expenses.
</Note>

## Usage limits

Expense uploads are subject to monthly limits based on your plan:

| Plan         | Monthly Expense Limit |
| ------------ | --------------------- |
| FREE         | 30 expenses/month     |
| STARTER      | 100 expenses/month    |
| PROFESSIONAL | 500 expenses/month    |
| ENTERPRISE   | Unlimited             |

### 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

<Tip>
  Manual expense entries do **not** count toward your monthly limit. Use them for small or cash purchases to conserve your XML upload quota.
</Tip>

## Best practices

### Organize by category

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

### Regular uploads

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

### Validate immediately

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

### Keep backups

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

## Troubleshooting

### "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)

### "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

### "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

## Next steps

<CardGroup cols={2}>
  <Card title="View reports" icon="chart-bar" href="/guides/viewing-reports">
    Generate expense reports and financial analytics
  </Card>

  <Card title="Export data" icon="file-export" href="/guides/exporting-data">
    Export expenses to PDF and Excel formats
  </Card>
</CardGroup>