Expenses and day book
Expense management and day book software for small businesses
What came in by cash, UPI and card, against what went out — on the day the business says it is, not the day the clock says.
Free for 45 days · no card · we do the setup
Nivasik keeps a day book of what came in by cash, UPI and card against what went out — salary, rent, fuel, stock, repairs — and what is left, on the business’s own date. Every expense carries a category, a payment method and a vendor, supplier bills show what you owe, recurring costs come up when they are due, and each counter’s drawer is counted at shift close.
Expenses, vendors, inventory and the day book come with the Pro plan at ₹4,999 per property a month, free for 45 days.
The day book, line by line
Built from the bills, payments and expenses already recorded — nobody retypes the day.
| Line | What it holds | Why it is kept this way |
|---|---|---|
| In — cash | Bills and folio payments taken in cash | So the drawer can be checked against it |
| In — UPI and card | Each on its own line | A phone screenshot and a card slip are different evidence |
| Settlements | Company accounts and delivery-app collections | Kept out of the drawer total — that money never passed through the drawer |
| Out | Expenses by category, each with its method | So you can say how much of the day went out in cash |
| Left | What came in, minus what went out | The number an owner actually asks for at night |
Rules that keep the books honest
- The business date: a bill at 00:30 belongs to the night that took it. A shop’s day turns over at 04:00 if nobody ends it.
- Settlement is not cash: company-account and delivery-app money stays out of the drawer, or the cashier’s shift would look short.
- Salary is booked at net, because an advance was already money out on the day it was handed over.
- Credit is not an expense yet: a delivery taken on credit is a supplier bill, and paying it is the expense.
- Reasons are required for a write-off, a stock correction, a discount and a drawer shortfall.
- Costs point at their cause: an expense can be tied to a ticket, an asset, a room and a vendor, so the cost of a repair is found from the repair.
What goes in
Expense categories
For a hotel: salary, inventory, utilities, fuel, rent, food and beverage, repairs by trade and more. For a shop: raw material, packaging, gas cylinder, electricity, rent, salary, staff food, commission and more.
Vendors and supplier bills
Who you buy from, what each bill was for, and what you still owe each supplier.
Standing orders
Wood, diesel, rent and the AMC: what recurs and when it is due. It shows on the Expenses page and the Command Center on the day, and when tied to a stock line, marking it ordered tops the stock up too.
Cashier drawer
Each counter’s drawer opened and closed by shift; a shortfall needs a written reason. Cashier shifts come with the Group plan.
Exports for the accountant
GST invoices, GSTR-1 data and a Tally import file (CSV).
Revenue and return
Revenue insights against occupancy, and a property ROI view that puts what came in beside what it cost.
A day of money
- Morning. A standing order for diesel falls due and shows up on the Command Center; it is paid and logged with its method.
- Midday. The milk arrives on credit — stock goes up and the supplier’s balance with it; nothing is an expense yet.
- Afternoon. A plumber is paid in cash for Room 104’s leak, and the expense is tied to that ticket and that room.
- Evening. A salary advance is handed over; it is money out today, and it will come off a payslip later.
- Close. The drawer is counted per counter, and the day book shows cash, UPI and card in, everything out, and what is left.
What it does not do
The day book reads from what the property records; it is not a bank or an accounting package.
Not included, said plainly
- No bank feed or UPI statement import: money in is what the counters and folios recorded, money out is what someone entered.
- No photo of a receipt is attached to an expense.
- No balance sheet, profit-and-loss statement or GST filing — accounts leave as GSTR-1 data and a Tally import file (CSV), not a live connection.
- Cashier shifts and the city ledger for company accounts come with the Group plan.
- Each property keeps its own books; there is no single screen yet that adds several properties together.
What it costs
Expenses, vendors, inventory, standing orders and the day book are in Pro at ₹4,999 per property a month. Cashier shifts and the city ledger come with Group at ₹2,499 per property from three properties. A shop running only the POS (₹1,499 per outlet) gets its drawer, supplier bills and day-end report from the counter itself.
Questions people ask
What is a day book?
A day book lists a day’s money in and money out in order, and what is left at the end. In Nivasik it is built from the bills, payments and expenses already recorded, split by cash, UPI and card.
How do I track the daily expenses of a shop or hotel?
Log each expense with its amount, category, vendor and payment method, and tie it to a ticket or asset when it has one. Recurring costs are set once as standing orders and come up on the day they are due.
Can it handle petty cash?
Cash spending is recorded with the method “cash”, so the day book shows how much of the day’s cash went out; each counter’s drawer is counted at shift close, and a shortfall needs a reason.
Can I export expenses to Tally?
Yes, as an import file (CSV). There is no live connection to Tally.
Is there a free expense tracker?
Nivasik is free for 45 days with the whole product unlocked, then part of the Pro plan. The GST calculator on this site is free with no sign-up.
Try it on your own place, free for 45 days.
We set it up for you — your rooms, menu or stock list, your staff and your prices — and walk it end to end on your phone. No card, and we invoice only if you stay.