{
  "version": 1,
  "title": "Reporting & expenses: how totals are calculated",
  "scope": "Dated expense summaries, recurring occurrences, expense exports, and appointment mileage. Examples use synthetic data.",
  "release_notice": "Deployment of the expense cutoff update to the live service has not been confirmed.",
  "input_digest": "f9aabf71af2e036f3c6e15e6acbaf1a4b87c7abc8ab818f95569599bf87d7ba6",
  "evidence_current": true,
  "tested_on": "2026-10-24T16:07:38.391Z",
  "screenshots": [
    {
      "id": "sales",
      "title": "Sales Report",
      "image": "/proof/reporting-expenses/samples/sales-report.jpg",
      "html": "/proof/reporting-expenses/samples/sales-report.html",
      "alt": "Sample Sales Report with completed and upcoming sales, expense totals, and a customer-by-customer breakdown.",
      "caption": "Generated with the app’s Sales Report template and fictional records. This example shows $119 in expense records plus $35 in appointment mileage, for $154 in total expenses."
    },
    {
      "id": "expenses",
      "title": "Expense export",
      "image": "/proof/reporting-expenses/samples/expense-export.jpg",
      "html": "/proof/reporting-expenses/samples/expense-export.html",
      "download": "/proof/reporting-expenses/samples/expenses.csv",
      "alt": "Illustrative spreadsheet preview of an expense CSV with dates, amounts, vendors, categories, and notes.",
      "caption": "An illustrative spreadsheet view of the exported CSV columns, not an app screenshot. Download the fictional two-record CSV to inspect the $119 expense-record total."
    },
    {
      "id": "mileage",
      "title": "Mileage Report",
      "image": "/proof/reporting-expenses/samples/mileage-report.jpg",
      "html": "/proof/reporting-expenses/samples/mileage-report.html",
      "alt": "Sample Mileage Report showing trip dates, origins, destinations, trip types, distances, amounts, and totals.",
      "caption": "Generated with the app’s Mileage Report template and fictional trips. The example totals 50 miles and $35; the amounts illustrate report fields rather than tax eligibility."
    }
  ],
  "verification_scope": "Service calculations with simulated database records; no browser or live deployment verification.",
  "topics": [
    {
      "id": "CAP-RPT-001",
      "title": "Which dates count toward expenses?",
      "answer": "For a year, quarter, or month, the Sales Report expense summary uses the earlier of the selected period end and the end of today in your account’s timezone. Completed periods retain their full date range.",
      "considerations": [
        "The cutoff includes the entire local day, even when the UTC date is different.",
        "This rule concerns the dated expense summary. Upcoming appointment sales remain in the selected appointment period.",
        "“All Dates” uses a separate calculation and is outside these cutoff checks."
      ],
      "example": {
        "columns": [
          "Period",
          "Expense cutoff"
        ],
        "rows": [
          [
            "Current year, viewed October 22",
            "October 22, end of the account’s local day"
          ],
          [
            "Completed previous year",
            "December 31 of that year"
          ],
          [
            "Period entirely in the future",
            "No expense occurrences"
          ]
        ]
      },
      "checks": [
        {
          "label": "Local dates follow the account timezone",
          "status": "passed"
        },
        {
          "label": "The full day is included across daylight saving changes",
          "status": "passed"
        },
        {
          "label": "Completed years retain all occurrences",
          "status": "passed"
        },
        {
          "label": "Completed quarters retain their original end date",
          "status": "passed"
        },
        {
          "label": "Future periods contain no expense occurrences",
          "status": "passed"
        }
      ]
    },
    {
      "id": "CAP-RPT-002",
      "title": "How do recurring expenses appear?",
      "answer": "A recurring expense is a saved schedule. Dated reports expand it into individual occurrences within the applicable expense window, rather than treating the schedule as a single payment.",
      "considerations": [
        "Examples use a fictional monthly subscription and a fixed October 22 review date.",
        "The schedule’s start and end dates affect which occurrences appear.",
        "A scheduled occurrence is not proof that a vendor charged you or a bank payment cleared."
      ],
      "example": {
        "columns": [
          "Monthly subscription occurrence",
          "Current-year expense summary on October 22"
        ],
        "rows": [
          [
            "October 3 · $19",
            "Included"
          ],
          [
            "November 3 · $19",
            "Excluded until that date"
          ],
          [
            "December 3 · $19",
            "Excluded until that date"
          ]
        ]
      },
      "checks": [
        {
          "label": "An earlier schedule contributes only occurrences inside the current quarter’s cutoff",
          "status": "passed"
        }
      ]
    },
    {
      "id": "CAP-RPT-003",
      "title": "How do Sales Report totals and expense exports relate?",
      "answer": "For the tested dated periods, the Sales Report expense records and the CSV export use the same expense cutoff. Matching account, date range, and filters are important when comparing totals.",
      "considerations": [
        "The comparison checks service calculations with simulated database records; it is not a browser or live-account verification.",
        "Appointment mileage can increase the Sales Report total beyond the CSV expense records. See the mileage example below.",
        "A matching total in another accounting product depends on its records, filters, and accounting treatment. No accounting integration is established by these checks."
      ],
      "example": {
        "columns": [
          "Fictional expense records",
          "Amount"
        ],
        "rows": [
          [
            "Other expenses in the selected window",
            "$100.00"
          ],
          [
            "October subscription occurrence",
            "$19.00"
          ],
          [
            "Expense-record total in both date windows",
            "$119.00"
          ],
          [
            "November and December occurrences excluded",
            "$38.00"
          ]
        ]
      },
      "checks": [
        {
          "label": "Sales Report expense records match the export service at a fixed date",
          "status": "passed"
        }
      ]
    },
    {
      "id": "CAP-RPT-004",
      "title": "How is mileage counted?",
      "answer": "The Sales Report adds mileage amounts saved on appointments to its expense summary. The expense CSV contains expense records, so the two totals can legitimately differ by appointment mileage.",
      "considerations": [
        "Appointment mileage is selected by the appointment date in the report period.",
        "Mileage-category expense records also contribute to the mileage subtotal. Review both sources when reconciling.",
        "These checks demonstrate calculation behavior; they do not determine tax eligibility or verify trip distances."
      ],
      "example": {
        "columns": [
          "Fictional calculation",
          "Amount"
        ],
        "rows": [
          [
            "Other expense records",
            "$20.00"
          ],
          [
            "Mileage-category expense record",
            "$5.00"
          ],
          [
            "Expense CSV total",
            "$25.00"
          ],
          [
            "Mileage saved on the appointment",
            "$10.00"
          ],
          [
            "Sales Report total expenses",
            "$35.00"
          ]
        ]
      },
      "checks": [
        {
          "label": "Appointment mileage is added separately from exported expense records",
          "status": "passed"
        }
      ]
    }
  ]
}