Tracking expenses

How Doow categorises your spend, where the data comes from, and how to review and manage your expenses.

The Expenses page shows every dollar your organisation spends on software, organised and categorised so you can see exactly where your budget is going. This article covers how Doow collects expense data, how it categorises it, and how to use the Expenses page day to day.

Where your expense data comes from

Doow pulls expense data from the integrations you connected during onboarding and any you added later:

Accounting software (Xero, QuickBooks, Sage) — transactions categorised as software, SaaS, subscriptions, or IT in your chart of accounts
Banking — card transactions and direct debits that Doow's merchant-recognition engine identifies as software payments
Direct integrations — some SaaS vendors provide billing data directly via API (usage-based charges, per-seat invoices)
Manual upload — you can upload invoices or expense CSVs from the Expenses page if a source is not yet integrated

Transactions from multiple sources that represent the same charge are automatically deduplicated. For example, if your bank feed shows a Stripe charge and your accounting software shows the same Stripe invoice, Doow merges them into a single expense line.

The Expenses page

The page is laid out in three sections:

Spend summary bar

At the top, a horizontal bar shows your total spend for the selected period, broken down by:

Subscriptions — recurring SaaS charges (monthly or annual)
Per-seat — charges that scale with user count
Usage-based — pay-as-you-go charges (API calls, compute, storage)
One-off — non-recurring purchases

Each segment is colour-coded and clickable. Click a segment to filter the table below to that spend type.

Spend-over-time chart

Below the summary bar is a chart plotting your daily or monthly spend. Use the controls to switch between the cumulative and non-cumulative views. Anomalies — days where spend deviated significantly from the average — are marked with a dot. Click a dot to see what caused the spike.

Expense table

The table lists every expense line item with:

Date — when the charge occurred
Description — the merchant or line-item description from the source
Application — which app in your portfolio it maps to (or "Unmatched" if Doow could not map it)
Amount — the charge amount in your workspace currency
Category — the spend category (see below)
Source — which integration provided the data

Spend categories

Doow assigns every expense to a category. You can override the automatic assignment:

Category	What it covers
Collaboration	Email, chat, video conferencing, document sharing
Design	Graphic design, prototyping, video editing, asset management
Engineering	Hosting, monitoring, CI/CD, developer tools, APIs
Finance	Accounting, invoicing, expenses, payroll
HR & People	HRIS, recruiting, onboarding, learning management
Marketing	Email marketing, CRM, analytics, social media, SEO
Sales	CRM, prospecting, calling, contract management
Security	SSO, endpoint protection, compliance, penetration testing
Other	Anything that does not fit the above

To change a category, click the category badge on any expense row and select a new one. The change applies immediately and is reflected in all reports and charts.

Matching unmatched expenses

If Doow cannot map a transaction to an application in your portfolio, it appears as Unmatched in the expense table. To match it:

Click the Unmatched badge on the row.
Start typing the application name — Doow suggests matches from your portfolio.
If the application is not in your portfolio yet, click Create new application and enter the name.
After matching, all future transactions from the same merchant are automatically assigned to that application.

Exporting expenses

From the Expenses page, click Export above the table to download the current view as a CSV or PDF. The export respects any filters you have applied. For scheduled exports, see Generating reports.