Expenses & P&L · Premium
You know what you sold. Now know what you kept.
Restrofi already counts every rupee coming in. The expense book counts every rupee going out (purchases, till payouts, suppliers, rent, salaries) and turns the two into a profit and loss you can actually act on.
Expenses & P&L at a glance
- Expense categories out of the box
- 21Expense categories out of the box
- Heads on the P&L
- 8Heads on the P&L
- Limits that hold an entry for approval
- 3Limits that hold an entry for approval
- Plan that includes it
- PremiumPlan that includes it
21 ready-made expense heads
Approval limits on every entry
Operating P&L from your real sales
Every rupee going out, written down
Expense book
Every payment out, with the GST on it, who recorded it, and up to three photos of the bill.
Till payouts
Cash taken out of the drawer is logged at the counter and comes off your expected cash at day close.
Recurring bills
Rent, salaries, internet: set the schedule once and the entry appears on the day it is due.
Approval limits
Three limits, and the arguments stop
Most restaurant leakage is not theft. It is ₹900 spent on something nobody agreed to, four times a week, never written down. Set the thresholds once and Restrofi holds anything that crosses them instead of quietly letting it through.
Approval limit
Any entry above this amount waits as pendingTill payout limit
A separate, lower ceiling on cash out of the drawerBill photo needed above
No photo, no approvalApprovers get a notification
One tap clears it
Every supplier, every bill, every rupee still owed
Record a supplier bill line by line with its GST, pay it in full or in parts, and see a running balance for what that supplier is still owed, including whatever you were carrying before you started using Restrofi.
Supplier ledger with an opening balance and a running due
Purchase bills with line items, rates, units and GST
Part payments, from the till, your pocket, or the bank
Restock a bill straight into inventory, item by item
Bills and receipts stored encrypted, never on a public link
How an expense moves
01
Money goes out
Staff record it: at the counter, on the phone, or from a bill photo
02
Rules run
Over your limit, or missing a bill photo? It waits as pending
03
You approve
One tap from the approvals list, or mark a recurring bill paid
04
It lands
In day close, in the supplier ledger, and in the P&L
Photograph the bill. Check the draft. Save.
Point a phone at a supplier bill and Restrofi reads the total, the GST, the date, the supplier, the bill number and the line items, then fills the form for you. It is a draft: you confirm every figure before it is recorded, and the entry remembers it came from a scan. Indian date formats and ₹ symbols are handled; a photo that is not a bill is rejected rather than guessed at.
- You confirm before it saves
- Line items read too
The number the sales report never gives you
Sales, the GST inside them, net sales, cost of goods, gross profit, operating expenses by head, operating profit and margin, by day or by month, for one outlet or across the group. Sales come from exactly the same figures as your analytics dashboard, so the two never disagree.
- This month, last month, three months, or the Indian financial year
- Cost of goods = purchase bills + your cost-of-goods expenses
- Operating expenses split across staff, occupancy, utilities and the rest
- Export expenses, purchases or the P&L itself as CSV
It stops at operating profit: there is no tax, interest or depreciation line. It is a trading view of the business, not a statement you file.
Common questions about expenses and P&L
What counts as an expense in Restrofi?
Anything money goes out for. Restrofi ships with 21 ready-made categories grouped into eight heads — cost of goods, staff, occupancy, utilities, maintenance, marketing, platform fees and other — and you can rename those or add your own. Each entry records the amount, the GST inside it, the payment method, whether it came from the till, your own pocket or the bank, an optional bill number and supplier, and up to three photos of the bill. Nothing is ever deleted outright; a wrong entry is voided with a reason so the trail stays intact.
Can I stop staff entering large expenses without my approval?
Yes. Set an approval limit, a separate till payout limit, and an amount above which a bill photo is compulsory. Anything that crosses a limit is saved as pending rather than approved, and your approvers get a notification. Pending entries do not touch your day close or your P&L until somebody approves them. Approvers' own entries post straight through — the limits exist for the people you have not handed the keys to.
How does day close work?
Restrofi works out what should be in the drawer: cash actually taken that day, minus cash paid out of the till for expenses, minus cash paid to suppliers from the till. You enter what you counted and it shows the difference, short or over. Re-closing keeps the earlier count in history, so a correction is visible rather than silent. It reconciles cash only — UPI and card sales are settled by your gateway, not by your drawer.
Do suppliers have a running balance?
Yes. Each supplier carries an opening balance and a ledger — every purchase bill, every payment against it, every payment against the opening balance — with a running figure for what you still owe. A bill can be part-paid. Bills can also be restocked straight into your inventory item by item, when the units line up.
Does the bill photo scan enter the expense for me?
It drafts it. Photograph a supplier bill and Restrofi reads the total, the GST, the bill date, the supplier name, the bill number and the line items, then fills the form so you can check it and save. It is an AI draft, not a guarantee — you confirm every figure before it is recorded, and the entry remembers that it came from a scan.
What exactly does the profit and loss report show?
Sales for the period, the GST inside them, net sales, cost of goods (purchase bills plus your cost-of-goods expenses), gross profit, operating expenses broken out by head, operating profit and operating margin. The sales figure is the same one your analytics dashboard uses, so the two never disagree. It stops at operating profit — there is no tax, interest or depreciation line, so it is a trading view of the business, not a filed statement.
Which plan includes expenses and P&L?
Expenses, suppliers, purchases and profit and loss are included in Premium (₹699 per outlet per month) and in the Chain plan. There is no separate add-on to buy.
Stop guessing what the month made.
Included in Premium, ₹699/outlet/month. Zero commission. Cancel anytime.