> ## Documentation Index
> Fetch the complete documentation index at: https://docs.1club.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Cash registry and expenses

> Two things in one module - track the cash each location holds, and manage all your gym's expenses (cash and non-cash) against categories with receipts. Capture cash payments automatically and count the drawer to reconcile any over or short.

This module does two related jobs, so you can retire the spreadsheet your gym keeps for both:

* **Cash registry** - each location gets a cash drawer that always knows how much cash it should hold. Cash payments you take are added automatically, and you record floats, deposits, and pay-outs as they happen.
* **Expense management** - record everything your gym spends, whether or not it is paid in cash. Every expense is filed against a category with an optional receipt, so you get complete expense reporting alongside the cash view.

The two work together: a cash expense both reduces the drawer and counts toward your expense totals, while a card or bank-transfer expense counts toward expense totals without touching the drawer.

The module is opt-in. Until you turn it on, 1Club tracks neither a drawer balance nor expenses.

## Overview

* **Opt-in, organization-wide** - Turn the cash module on in settings to reveal the **Cash** section; leave it off and nothing is tracked.
* **A drawer per location** - Each of your gym's clubs has its own cash-on-hand balance, so takings and expenses never mix across sites.
* **Automatic cash capture** - Cash payments for classes, memberships, and products are added to the drawer as they happen, with no double entry.
* **Expenses with categories** - Record what you spend against editable categories, with an optional receipt photo. Non-cash expenses are tracked for reporting without moving the drawer.
* **Cash in and cash out** - Add or remove cash for anything else: opening floats, bank deposits, and pay-outs.
* **Optional counts** - Count the drawer whenever you like and 1Club records any over or short so the books match the cash on hand.
* **Immutable ledger** - Every entry is permanent; corrections are made with a reversing entry, never by editing history, so the trail stays auditable.
* **Overview dashboard** - See cash on hand per location, cash in vs out over time, and expenses by category.

## Turn on the cash module

Go to **Settings > Operations > Cash registry** (`/settings/operations/cash-registry`) and toggle the module on. The setting is organization-wide and controls whether the **Cash** section appears in the main navigation.

The first time you enable it, 1Club stamps an activation moment and seeds a starter set of expense categories. Only cash taken from that moment on counts toward the drawer, so turning the feature on never sweeps historical sales into today's balance.

<Note>
  Viewing the drawer and ledger requires the `cash.read.club` permission.
  Recording expenses, cash movements, and counts requires `cash.create.club`.
  Reversing entries and managing categories requires `cash.manage.club`. Turning
  the module on or off requires `settings.manage.organization`.
</Note>

Front desk staff can read the drawer and record cash day to day; reversing entries and editing categories stay with managers, a light segregation-of-duties boundary.

## The cash drawer

The drawer balance for a location is simple to reason about:

```
cash on hand = cash sales + cash in (floats, deposits) - cash out (expenses, pay-outs)
```

Only physical cash moves the drawer. A card or bank-transfer expense is recorded for reporting but leaves cash on hand untouched. You can see the current balance for each location on the **Cash > Overview** page.

## Automatic cash capture

When you take a cash payment for a class, membership, or product, 1Club adds it to that location's drawer automatically. You never re-enter a cash sale in the registry, so the money the drawer holds and the payments you recorded always agree.

Cash sales appear in the ledger as read-only rows alongside the entries you record by hand. A cash refund reduces the drawer only when you record handing the cash back as a cash-out entry; the original sale stays in the record.

## Expense management

The **Cash > Expenses** page is your gym's full expense record, not just the cash that left the till. Record every cost here - rent, instructor pay, supplies, utilities, a water delivery - regardless of how it was paid, and each one is filed against a category with an optional receipt for complete expense reporting.

Click **Add expense**, choose the location, enter the amount, pick a category, and optionally attach a receipt photo and a note.

* **Payment method** decides whether the drawer moves, so non-cash spend is a first-class part of the record. A **cash** expense (petty cash for supplies, a water delivery paid from the till) reduces cash on hand. A **card**, **bank transfer**, or **other** expense counts toward your expense totals but does not touch the drawer.
* **Category** groups the expense for reporting - rent, instructor pay, supplies, utilities, and so on. Categories are editable (see below).
* **Receipt** lets you keep a photo of the receipt against the entry.

Because both cash and non-cash costs live here, your expense reporting is complete regardless of how each one was paid, and the **Expenses by category** breakdown on the overview reflects all of them.

## Move cash in and out

Use **Cash in** and **Cash out** for movements that are not sales or expenses:

* **Cash in** - an opening float at the start of the day, or topping up the drawer.
* **Cash out** - a bank deposit, or paying cash out of the till for something you are not categorizing as an expense.

Both adjust the drawer immediately.

## Expense categories

Categories are editable per organization. Manage them from **Cash > Expenses** with the **Categories** action:

* Add, rename, and reorder categories to match how your gym thinks about spending.
* A category that is still used by past expenses is **archived** rather than deleted, so historical reporting keeps its label. It disappears from the picker but its name survives on old entries.
* Re-creating a category with the same name restores the archived one instead of failing, so you can bring a category back.

## Count and reconcile the drawer

Counting is optional. When you want to check the till, open **Cash > Overview**, click **Count cash**, choose the location, and enter the amount you physically counted.

1Club compares your count to the expected balance and, if they differ, records a reconciliation entry for the over or short so the book balance matches reality. If the count matches, nothing is posted. Recent counts and their variances show on the overview.

## The ledger

**Cash > Ledger** is the full history for a location: cash sales captured automatically and every entry you recorded, newest first. It is append-only - entries are never edited or deleted.

To correct a mistake, reverse the entry. 1Club posts an equal and opposite **reversing entry** that points back at the original, which keeps the drawer correct while preserving the original record for audit. An entry can only be reversed once.

## The overview dashboard

**Cash > Overview** is the at-a-glance dashboard:

* **Cash on hand** for the selected location, or every location when you pick all clubs from the top bar.
* **Cash in vs cash out** over a chosen period (last 7, 30, or 90 days).
* **Expenses by category** for the period, so you can see where the money goes.
* **Recent reconciliations** with their over/short variance.

## How corrections keep the books honest

Nothing in the cash registry is edited in place. Cash sales are read from the payments that produced them, manual entries are append-only, and every correction is a reversing entry. That means the ledger is always a faithful, auditable record of what happened, and the drawer balance is always the sum of that record.

## A typical daily workflow

<Steps>
  <Step title="Turn on the cash module">
    Enable it once in **Settings > Operations > Cash registry**.
  </Step>

  <Step title="Set an opening float">
    Record a **Cash in** entry for the cash you put in the drawer at the start
    of the day.
  </Step>

  <Step title="Take payments as normal">
    Ring up classes, memberships, and products. Cash payments are added to the
    drawer automatically.
  </Step>

  <Step title="Record expenses as they happen">
    Add expenses for supplies, deliveries, and instructor pay, choosing the
    payment method and a category, and attach receipts.
  </Step>

  <Step title="Count the drawer">
    At close, count the cash and enter it. 1Club records any over or short so
    the books match the till.
  </Step>

  <Step title="Review the overview">
    Check cash on hand, cash flow, and expenses by category over the period.
  </Step>
</Steps>

## Related

* [Point of sale](/pos/point-of-sale) - where the cash sales that fill the drawer are rung up
* [Payments](/billing/payments) - how cash and other payments are recorded
* [Inventory and stock](/pos/inventory) - another opt-in module you turn on the same way
* [Analytics overview](/analytics/overview) - organization-wide reporting