💰 Finance

Finance turns your orders and your expenses into the figures that matter for running the business: how much has really come in, how much has gone out, who still owes you and how much VAT you'll have to pay. You don't have to record anything separately: it comes from what you already record in BolloPrint.

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The six tabs

Tab	What it answers
Summary	How much you have left in the period, the margin on what you sell, the activity, the month-by-month trend and everything you're owed.
Transactions	Every payment in, expense and outstanding amount of the period, in a single list.
Sales	Where your money comes from: by channel, with its fee; your top customers and your best-selling products.
Expenses	Where your money goes, what's left to review, your recurring expenses and the list of expenses.
Suppliers	What you've bought from each supplier and their contact details.
Taxes	An estimate of the VAT on your return and a file with everything for your accountant.

The period

Below the tabs, on the left, is the period: for example "October 2026 · In progress · up to today, 21 Oct". You choose it once and it follows you from tab to tab.

• With the arrows on either side you move to the previous or next period (never into the future).
• Clicking the period opens a panel with Month · Quarter · Year · Dates. A month, a quarter or a year is picked with one click. Each box has a small bar with what you collected in it, so you can see at a glance where there's something to look at; if you collected nothing, it says "Nothing collected".
• Under Dates you have shortcuts (Last 7 days, Last 30 days, This month, This quarter, This year, Last year, Since the beginning) and a calendar to mark the dates you want; you confirm with Apply.
• On a phone, the same panel opens from the bottom.

Finance doesn't compare one period with another: with a few orders a month, a percentage rise or fall misleads more than it helps. To see the trend you have the months chart in Summary.

The Taxes tab uses the same box, but only with your VAT return's period and the year (you'll see it further down).

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Summary

What's left

At the top you have the period's calculation, written as a subtraction:

Figure	What it is
Collected	The period's paid orders, without tax or shipping. They count on the day they were paid, not the day they were created.
Fees	What your sales channels keep (Etsy, eBay, a fair…), estimated with the % you set for each one (hence the ≈). It only appears if some channel has its Fee %; a channel without one subtracts nothing.
Expenses	The period's expenses, at their base. Underneath you'll see how much input tax they carry, which goes separately. On the free plan they don't count (you'll see this further down, in “What each plan includes”).
What's left	Collected minus fees and expenses: what you have left in the till for the period.

If there are no expenses recorded in the period, the card tells you so and offers Record an expense.

Margin on sales

At the foot of the calculation there's a line with the margin on sales: what you earn on what you sell according to the cost of your parts, for example "Margin on sales: €412.30 (58%) on 14 orders with a cost". Orders whose lines have no cost don't count, and the line says how many there are.

The margin is not subtracted again with the expenses: the cost of a part already includes its material and its machine hours, so the filament invoice would count twice. That's why it's a separate line, which guides you even before you record expenses.

Activity

A strip with four figures for the period: Orders paid, Average order, Customers buying (how many are new and how many come back) and Orders delivered (and how many of them are still unpaid).

The months

The chart puts payments in going up and expenses going down, month by month. At the top right you choose how much to see: 12 months, 24 months or All.

• The current month is shaded and its bars are lighter.
• Hovering over a month shows its biggest expense. If you spent much more in one month than in the others because of a single purchase, the bar is labelled with it, for example "Feb · Bambu Lab H2C, €2,466.96".

To collect

The To collect card gathers everything you're owed, whatever month it's from: orders with a pending, partial or failed payment (cancelled ones don't count). It splits them by age —Up to 30 days, 31 to 60 days and Over 60 days, the last one in red— and shows you the Oldest; click one to open the order. See all N takes you to Transactions with only the outstanding ones.

Below it is the Forecast: what you're owed plus what your quotes that have been sent and are still valid may bring in. Once you've decided at least five quotes, BolloPrint works out what share you usually win and adds only that share ("…40% of which you usually win"). If you have invoicing switched on, you'll also see your Overdue invoices.

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Transactions

Everything that happened in the period, in a single list: All, Payments in, Expenses and Outstanding, each with its count. You can search and sort by any column, and clicking a row opens the order or the expense.

Outstanding shows everything you're owed, from any date, just like the To collect card.

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Sales

At the top, a strip with what was Collected, the Orders paid, the Average order and the Returning customers (and what share of what you collected comes from them).

By sales channel

Each channel is a sales channel of your orders (those without one go under "No channel"). For each channel you see what was collected, the orders, the average order, the Fees ≈, what it Leaves you after them and the margin.

If you haven't set any channel's fee yet, you'll see a notice, Your channels’ fees, with the Set up fees button, which takes you to Sales channels. It's an estimate: a marketplace's real fees change with the listing, the payment and the country.

Top customers and products

• Top customers: who buys most from you, and whether they're New or Returning. If one is missing a name on their record, they appear as "Unnamed customer" and you have Complete customer records.
• Best-selling products: sort them By amount, By margin or By units. Each one's margin goes in a tag: high from 50%, fair from 30 to 49%, low below 30%, or no cost if its parts don't have one. Lines written by hand, without a product, are added up on a separate line.

The period's sales

At the end is the list of the period's paid orders, with its search box and the New order button.

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Expenses

What you see at the top

• Spent: what you spent in the period, without tax, how many expenses there are and how much tax they carry.
• By category or By supplier: where your money goes. You switch between the two views with the card's selector; while you haven't categorised anything, it starts by supplier.
• To review: the expenses with No category, No supplier and No invoice. Each line has its button (Categorise, Assign, Show them) that filters the list below so you can fix them. When nothing is missing, it says "All in order: category, supplier and invoice".

The categories

Each expense can carry one of these eleven categories, which are the same for every workshop:

Category	For example
Materials	Filament, resin, spare parts for what you make.
Shipping and packaging	Boxes, envelopes, padding, labels, postage.
Energy	Electricity, gas.
Software and subscriptions	Programs, licences, your BolloPrint plan.
Marketing	Ads, fairs, photos.
Machines and tools	Printers, tools, workshop furniture.
Fees	Those of your bank, your payment provider or a marketplace.
Accountant and services	Your accountant and other professional services.
Contributions and insurance	Self-employed and social security contributions, insurance.
Rent	The premises or the workshop space.
Other	Whatever doesn't fit anywhere else.

An expense without a category shows as No category.

Suggested categories and bulk changes

You don't need to categorise one by one. In the list, an expense without a category may come with a suggested one (with ✦): BolloPrint works it out from the category you usually give that supplier or from the words in the description ("PLA", "hotend", "rent"…). Nothing is saved until you accept it:

• Click an expense's category tag to accept the suggestion or pick another one.
• Accept the N suggestions accepts all the ones on the page in one go.
• Tick several expenses with their checkbox and use Set category in the bar that appears.

The list can be filtered by Category, Supplier and Invoice, and searched and sorted like any other. Pagination is at the foot.

Recurring expenses

Rent, electricity, licences… repeat every month. Turn them into recurring expenses and BolloPrint records them by itself every month, on the day you choose (from 1 to 28). Each one becomes a normal expense, to which you can attach its invoice as it comes.

• You'll find the Recurring expenses card above the list, with Add (or View and edit if you already have some) and what they add up to per month.
• If BolloPrint sees that an expense repeats every month, it suggests it: "«Rent» repeats every month…", with Make recurring, which opens the record already filled in.
• If the amount changes every month (electricity, water), tick The amount changes every month: the expense is recorded with the amount you entered and carries the Estimated tag until you open it and save the real one.
• In the list, expenses that come from a rule carry the Recurring tag.
• Pause it without opening it: every recurring expense has a switch at the end of its row. Turn it off to pause it and on to reactivate it; it saves straight away. A paused expense looks dimmed, says Paused and isn't recorded. When you reactivate it, the months it was paused aren't recorded: it starts being recorded again from the next one.
• To change anything else, click its row. At the top, next to Save, you choose Active or Paused, and below it you can read when it's recorded ("Recorded on day 5 of every month, starting 1 Oct 2026") and when the next one is. At the end is Delete recurring expense; what it already recorded stays.
• At the bottom, Fixed per month (active) adds up only the active ones, with "≈" if any of them has a variable amount. It only adds up the ones in your workshop's currency: if one is in another currency, it isn't counted and underneath it says so, in amber ("1 in other currencies, not converted"). The card above the list does the same sum.

Create an expense

Click "New expense" to add one. You can enter the data by hand or attach the scanned invoice: click "Upload with AI" (top right) and upload the file. You don't have to sit and wait: the upload is confirmed right away and BolloPrint reads it in the background. When it's done, the expense record fills itself in with the description, the dates, the invoice number, the amounts, the supplier and a category. In the meantime you can get on with your own work.

If something goes wrong —the file can't be read, or it couldn't be analysed at that moment— you'll see the reason right on the screen, and you always have the option of filling in the expense by hand. Always review the data before saving: the final word is yours.

An expense in another currency

If you buy abroad —filament paid in dollars, a subscription in euros—, you can record the expense in its currency: in the expense record, choose the Currency (by default, your workshop's). The amounts are entered as they appear on the invoice, in that currency.

• When you save, BolloPrint sets the reference exchange rate of the expense's date on it, and below the amounts you'll see its source and the equivalent, for example ECB · 25/09/2026 · ≈ £42.10. Before saving it says «The day's exchange rate is set when you save».
• If you'd rather use the rate your bank or card applied, type it in the exchange rate box (1 USD in GBP): it will be saved as a Manual rate.
• The rate stays frozen. If you change the expense's date, it warns you in amber that “The rate is from another date” and offers you the arrows to set the new date's rate.
• In Finance the expense counts at its taxable base converted to your workshop's currency.

Upload with AI doesn't choose the currency for you: if the invoice is in another currency, change it yourself before saving.

The amounts of an expense

An expense stores what you paid and what's inside it:

Field	What it is
Net amount	The amount without tax.
Tax %	The invoice's tax percentage.
Tax amount	What you paid in tax (the input VAT).
Total	What you paid in total, with tax included. It's the only required amount.
Deductible %	What share of that expense's tax you can deduct. By default, 100. The Taxes tab only subtracts that share.

You don't need to fill in all four amounts: with two of them BolloPrint works out the rest.

If the net amount plus the tax doesn't match the total by more than 1 cent, the warning "Net amount + tax doesn't match the total (difference …)" appears in red. If the difference is more than 2 cents, when you click Save BolloPrint doesn't save the expense and warns you: "The net amount plus the tax doesn't match the total. Check the amounts." A difference of 1 or 2 cents, common on invoices that round line by line, is saved without a problem. When the figures don't match, BolloPrint doesn't correct anything on its own: you're the one who decides which figure is wrong.

If the invoice has several tax rates, leave the percentage empty and enter the total base and tax. If it has no tax, enter 0. If you just clear the percentage, the base and the tax stay as they were.

Reviewing what BolloPrint has read

When Upload with AI finishes, the record helps you check what it has read:

• At the top, the notice "Check the data extracted by the AI before saving." appears. If there's something it isn't sure about, or the invoice's own amounts don't add up, the notice turns amber and asks you to compare it with the invoice.
• Every field that was filled in by itself has an amber border and the AI tag. The tag disappears as soon as you touch that field (or when it changes because it was recalculated from another one you touched).
• If the invoice's supplier isn't on your list, the selector is already set to New: … with its name, and underneath it warns that "The supplier will be created when you save the expense". If you don't save the expense, nothing is created. If you prefer a different supplier, pick it in the selector.
• On desktop, the analysed document is shown alongside the form (beside it on wide screens, below it on narrower ones) so you can compare without switching windows; only with PDFs and common image formats (a HEIC photo isn't previewed). On mobile it doesn't appear. In all cases, the invoice is attached to the expense when you save it.

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Suppliers

This is the address book of your expense suppliers. In the list you see, for each one, how many expenses it has, what was bought in the period, its last expense and its contact; if it's missing, you have Add contact. Add a new one with "New supplier".

WARNING! These suppliers are different from the material manufacturers in the inventory.

A supplier's page

Clicking a supplier opens its page:

• At the top, since when it's been your supplier and what you usually spend with it ("Supplier since Feb 2026 · materials").
• A strip with what was bought in the year (compared with the year before), the number of expenses, the average expense, the last expense and the purchases by month over the last year.
• Its expenses, in a list with its pagination.
• Its details (phone, email, website…), read-only; to change them, click Edit.
• The Expense from {supplier} button opens a new expense with that supplier already set.

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Taxes

First, your VAT scheme

What this tab shows depends on your VAT scheme, which you choose in Settings → Tax information (Tax information):

VAT scheme	What you'll see in Taxes
Not set	A card, Tell us your VAT scheme, with the Go to Tax details button. Until you set it there's no estimate; the download for your accountant is there.
Standard VAT	The period's calculation, Before you send it and the download.
Small business (exempt) (in the United Kingdom, Not VAT-registered)	"You have no VAT return": you don't charge VAT or deduct the VAT on your expenses. You have your sales and expenses for your accountant.
Another scheme (flat rate, special schemes…)	Your sales and expenses by tax rate, without an estimate, and the download.

With standard VAT, on the same screen you also choose How often you file VAT: Every month, Every two months, Every quarter or Once a year.

The period and the deadline

The period box only offers your return's period and the year. Each box says where it stands: Not yet, In progress or Closed. When BolloPrint knows your country's calendar, it also gives you the filing deadline ("Due 20 Oct · due in 5 days"), in red when less than a week is left. Today the calendar is there for Spain; in other countries no deadline is shown rather than making one up.

Beside it you choose whether sales count by payment date or by delivery date.

The calculation

The period's VAT is written as a subtraction, so you can see where it comes from:

• Tax on your sales: the VAT on your orders in the period (and how many orders have no tax set).
• − Tax on your expenses you can deduct: the VAT on your expenses, applying each one's Deductible %.
• = To pay or In your favour, if the period ended today.

Below, By tax rate breaks it down: each VAT rate on its own row, a marketplace's orders separately with the tax the shop reports, the orders with No tax set and the Expenses without a breakdown.

Before you send it

A list of what's worth checking before you file the return, and what's already fine:

• Orders without tax: they count as 0%; check whether they really are exempt (Review orders).
• Expenses without a breakdown: they count in full as base, with no tax to deduct.
• How many expenses have their invoice attached.
• Documents in another currency with no exchange rate.

For your accountant

Download everything for the period in a ZIP for your accountant. Tick what you want to include:

• Sales ledger: one row per sale and tax rate.
• Expenses ledger, with its tax and its deductible share.
• Invoices and receipts of the expenses: the files you attached.

The sheets are CSV separated by semicolons, which open straight in Excel, with decimals written the way your language writes them. Click Download (ZIP).

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What each plan includes

Summary and Transactions are on every plan. Sales, Expenses, Suppliers and Taxes are on the paid plans (Pro, Max and Business). On the free plan (Hobby) they still appear, with a lock and the name of the plan that includes them: 🔒 PRO.

When you open them you'll see the tab just as it is, greyed out and blurred, with made-up figures —never yours—, and on top a card explaining what that tab has and the Upgrade your plan button. It takes you to My account, where it's switched on (Subscription and billing). Your data is already in BolloPrint: you'll see it as soon as you switch it on.

The free plan, without expenses

On the free plan, Finance doesn't count expenses:

• In Summary, the Expenses figure shows in grey, with "—" and "Upgrade your plan to add expenses". What's left is what you've collected minus the fees.
• The The months chart only shows payments in.
• In Transactions, the Expenses section doesn't appear.

This also applies to the expenses you recorded on a paid plan before moving to the free one: they're still saved, and they count again as soon as you upgrade your plan.

If your workshop was already on the free plan and had expenses recorded before this change, it keeps Expenses and Suppliers as before.

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Who can see the Finance section?

Role	See Finance	Record expenses and suppliers
Owner	✅	✅
Admin	✅	✅
Worker	✅	✅
Read-only	✅	❌

Categorising expenses and creating or changing recurring expenses come with Record expenses and suppliers. Anyone who can see Finance can download the file for your accountant.