Expenses and mileage let you record what your studio spends and the miles you drive, so the numbers are ready when you need them — for your own profit picture, for paying teachers, or for your accountant at year-end. You log them as you go; LessonLoop totals them up.
Where it lives
Both live together on one page.
| What you want | Where to go |
|---|---|
| Log an expense or a trip | Billing & Finance → Expenses & Mileage |
| See the totals | Billing & Finance → Reports (the Expenses, Mileage and P&L reports) |
Who sees what If you handle the finances you see the full page — every expense and every trip. A teacher signing in sees a mileage-only view (their own trips), under a group re-titled "My pay & mileage". They never see studio expenses.
Log an expense
- Open Billing & Finance → Expenses & Mileage.
- Choose Log expense.
- Enter the amount, a date and a short description (for example “Sheet music” or “Room hire”).
- Pick a category so it groups sensibly in your reports, and attach a receipt if you have one.
- Save. It’s now counted in your Expenses and P&L totals.
Log a trip (mileage)
- On the same page, choose Log mileage.
- Enter the date and the miles driven — for example travelling to a student’s home or between teaching locations.
- Add a short purpose for what the journey was for.
- Save. The trip feeds your Mileage report.
Where the numbers go
Everything you log rolls straight into three places under Billing & Finance → Reports:
- Expenses — every cost, grouped by category, over the period you choose.
- Mileage — total miles and trips, ready for a mileage claim. This one’s organised by UK tax year, with previous/next controls to step between years (the mileage rate works by tax year).
- P&L — your profit picture: income from invoices, less your expenses.
The Expenses and P&L reports have a date-range picker, and every report has a CSV export, so it’s easy to hand a clean file to your accountant or drop the figures into a tax return.
Good to know Log things as they happen rather than in a year-end rush — a quick entry after each trip or purchase keeps your P&L honest and saves a scramble in April.
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