Expenses Tracking
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IZI records every revenue transaction in your club. Expense tracking is your side of the equation. Without it you have no P&L, no profitability insight, and no spending control. This page covers two layers: recording in-shift cash outflows directly in IZI CRM, and maintaining a full cost ledger for the whole club.
Expense categories for a gaming club
Section titled “Expense categories for a gaming club”Break your costs into two types before building any ledger.
Fixed costs — do not change with club utilization:
| Category | Examples |
|---|---|
| Rent | Premises, parking |
| Payroll | Admin staff, manager |
| Licenses and subscriptions | IZI, game platforms, antivirus |
| Internet | Primary and backup lines |
| Insurance | If applicable |
Variable costs — scale with how the club operates:
| Category | Examples |
|---|---|
| Bar purchases | Drinks, snacks, consumables |
| Advertising | Targeted ads, print, promotions |
| Equipment repairs | Parts, service fees |
| Supplies | Receipt paper, peripherals, headsets |
| Utilities | Electricity — typically the largest variable line for a gaming club |
Recording a cash expense during a shift
Section titled “Recording a cash expense during a shift”For small cash outflows taken directly from the drawer, log them in IZI CRM in real time:
- Open the current shift: Shifts → current shift.
- Click Add expense.
- Fill in:
- Amount — cash taken from the drawer
- Category — e.g. Supplies, Maintenance, Other
- Description — be specific: “Bought cleaning supplies from store”
- Confirm.
The drawer’s expected balance drops by the expense amount and the entry appears in the Z-report at shift close.
Do not use expense entries for refunds. Use Transactions → Refund instead — refunds are tracked separately and affect a different part of the report.
What does not belong here: salary payments, cash deposited to the safe (record as a cash collection handover), or client refunds.
Set up expense categories in Settings → Finance → Expense categories to keep reporting consistent across shifts and admins.
Step 1 — Build your expense ledger
Section titled “Step 1 — Build your expense ledger”For costs that go through bank transfer, card, or invoice — not handled by CRM — maintain a simple ledger:
| Date | Category | Amount | Counterparty | Comment |
|---|---|---|---|---|
| 2026-05-01 | Rent | — | Landlord entity | May |
| 2026-05-03 | Bar purchases | — | Supplier | Invoice #123 |
| 2026-05-07 | Advertising | — | Ad platform | Targeted campaign |
Enter amounts in your local currency without the currency symbol — it simplifies formula-based summing.
Step 2 — Separate fixed from variable
Section titled “Step 2 — Separate fixed from variable”Add a “Type” column: fixed / variable. This lets you calculate break-even quickly:
Fixed costs ÷ Margin per session = minimum sessions per month to break even
Knowing this number is more actionable than a raw total.
Step 3 — Bar purchases: track cost of goods sold
Section titled “Step 3 — Bar purchases: track cost of goods sold”Summing invoices is not enough. To get accurate bar profitability you need realized COGS:
Bar COGS = Opening stock + Purchases during period − Closing stockTake a stock count at the start of each month. Without it your bar P&L will overstate or understate profit depending on whether stock built up or was drawn down.
Step 4 — Connect the ledger to IZI
Section titled “Step 4 — Connect the ledger to IZI”Once the expense ledger for a period is complete:
- Export revenue from IZI for the same period (see P&L by period)
- Add revenue rows to the sheet: gaming sessions, bar, combo packages
- Subtract expenses by category
- The result is operating profit
What to monitor regularly
Section titled “What to monitor regularly”Electricity — typically 15–25% of a club’s total costs. Track it monthly: a sudden spike means something is running continuously or the tariff changed.
Payroll-to-revenue ratio — a healthy ratio depends on local labor market conditions. Watch the trend: if it rises without revenue growth, you have a staffing or pricing problem.
Bar purchases-to-bar revenue ratio — if bar COGS exceeds bar revenue, the bar is losing money. Check sale prices or investigate losses (waste, theft, pricing errors).
No specialized software is required. A Google Sheet with a fixed category structure handles one or two locations comfortably. For a growing network, consider lightweight accounting software that can import supplier invoices and reduce manual entry.
See also
Section titled “See also”คำถามที่พบบ่อย
Does IZI track club expenses?
IZI records all revenue-side transactions. Fixed costs like rent, payroll, and supplier invoices are entered separately in a spreadsheet or accounting tool, then combined with IZI revenue to produce P&L.
How do I account for bar purchases?
Log each delivery note: date, supplier, amount, items. To calculate bar cost of goods sold you need opening stock, closing stock, and all purchases during the period — not just the invoice total.
What should I use for expense logging if not IZI?
Google Sheets with a fixed category structure is sufficient for one or two locations. As the network grows, consider simple accounting software that can import supplier invoices.
How do I record a one-off cash outflow during a shift?
Open the current shift in CRM (Shifts → current shift), click Add expense, enter the amount, category, and a specific description, then confirm. The drawer's expected balance drops immediately and the entry appears in the Z-report.