Expense Tracking
Log expenses manually or by scanning receipts, with categories, line items, and recurring costs.
HorseBook tracks all horse-related expenses so you can see where your money goes. Log costs manually, scan receipts with AI, categorize by type, and set up recurring expenses for regular costs.
Adding an Expense Manually
On Web
- Click Add Expense from the dashboard or go to the Expenses section
- Fill in:
- Date
- Vendor — who you paid
- Amount — total cost
- Category — select from the 10 expense categories
- Horse — assign to a specific horse or leave as a farm-level expense
- Notes — optional description
- Line items — optionally break down individual products or services
- Save the expense
On iOS
- Tap the Expenses tab or use the quick-add button
- Enter the same fields
- Save
Adding an Expense by Scanning
The fastest way to log an expense is to scan the receipt. AI extracts the vendor, amount, date, line items, and suggests a category.
- On iOS, tap the Scan tab and point your camera at the receipt
- On web, use Smart Upload to upload a photo
- AI extracts the details in about 10 seconds
- Review the extracted data — check the amount, vendor, and category
- Assign to a horse if applicable
- Confirm to save
See the Scanning Workflow guide for detailed scanning tips.
Tip
Scan receipts right when you get them — at the feed store, after the farrier visit, or in the vet's parking lot. The sooner you scan, the less likely you are to lose the receipt.
Expense Categories
HorseBook organizes expenses into 10 categories:
| Category | What It Covers |
|---|---|
| Feed | Hay, grain, supplements, feed additives |
| Veterinary | Vet visits, exams, treatments, medications |
| Farrier | Trimming, shoeing, corrective work |
| Supplies | Tack, grooming, barn supplies, bedding |
| Boarding | Monthly board, pasture rent, stall fees |
| Training | Lessons, training board, clinics |
| Transport | Hauling, trailer maintenance, fuel for horse trips |
| Insurance | Mortality, major medical, loss of use premiums |
| Registration | Breed registry fees, show entries, memberships |
| Other | Anything that doesn't fit the above |
When you scan a receipt, AI suggests a category based on the vendor and line items. You can change the suggestion before saving.
Horse-Specific vs. Farm-Level Expenses
Each expense can be assigned to a specific horse or left as a general farm expense:
- Horse-specific — costs directly for one horse (vet bill for "Star", farrier for "Duke"). These show up on that horse's expense tab.
- Farm-level — costs that apply to the whole operation (bulk hay delivery, barn supplies, facility repairs). These appear in the main expenses list but not on any individual horse.
This distinction is useful for understanding per-horse costs versus overall farm overhead.
Line Items
Line items let you break down a single expense into its components. This is especially useful for:
- Vet invoices with multiple services (exam, vaccine, blood draw)
- Feed store runs with several products
- Supply orders with mixed items
Each line item has:
- Description — what the item is
- Amount — cost for that item
- Quantity — number of units (optional)
The line item amounts should add up to the total expense amount. When scanning receipts, AI extracts individual line items automatically.
Recurring Expenses
For costs that repeat on a regular schedule, set up a recurring expense so you don't have to enter it each time.
Setting Up a Recurring Expense
- Create an expense as usual
- Toggle Recurring on
- Select the frequency:
- Weekly — every week on the same day
- Biweekly — every two weeks
- Monthly — same date each month
- Quarterly — every three months
- Yearly — annually on the same date
- Save
Common Recurring Expenses
- Boarding — monthly board payment
- Farrier — every 6-8 weeks
- Feed delivery — weekly or biweekly
- Insurance premiums — monthly or annual
- Supplements — monthly restock
Tip
Even if the amount varies slightly (like feed prices), setting up a recurring expense with an average amount keeps your tracking consistent. Adjust individual entries as needed.
Viewing and Filtering Expenses
The Expenses section on the web shows all expenses with filtering options:
- By category — see only feed costs, or only vet bills
- By horse — see all costs for a specific horse
- By date range — focus on a month, quarter, or custom period
- Farm vs. horse — filter between farm-level and horse-specific expenses
This gives you a clear picture of your spending patterns and helps with budgeting and tax preparation.