FAQ
Frequently asked questions
What counts as a business expense? +
A cost incurred while running a business — rent, supplies, travel, software, wages. For tax purposes it generally must be ordinary, necessary and directly related to the business.
What are the most common business expense categories? +
Advertising, rent or lease, utilities, office supplies, software, travel, meals, professional services, insurance, training, bank fees, licenses, repairs, shipping, wages and taxes. See the full categories list with examples.
Can I use ExpensePilot entries in my real accounting? +
No. ExpensePilot generates randomly invented mock entries for testing, demos and documentation. Entering them into real books, tax filings or reimbursement systems would fabricate financial records — which is fraud.
How do small businesses usually track expenses? +
Common methods include spreadsheets, receipt-scanning apps, accounting software (QuickBooks, FreshBooks, Wave) and bank-account integrations that import transactions automatically. A dedicated business bank account is the essential first step. Full comparison: expense tracking methods.
Is the ExpensePilot generator private? +
Yes. Everything runs locally in your browser using crypto.getRandomValues(). Nothing is sent over the network, no cookies are set and nothing is stored. See our privacy page.
What is the difference between fixed and variable expenses? +
Fixed expenses stay roughly the same each period (rent, salaries, insurance). Variable expenses change with activity (marketing spend, travel, supplies). Tracking them separately clarifies cash flow.
What is an operating expense? +
The costs of running the business day to day: cost of goods sold plus selling, general and administrative (SG&A) costs such as advertising, accounting fees, rent and utilities.
How long should I keep expense records? +
Keep invoices, receipts and supporting documents for at least as long as your tax authority requires — commonly several years — in case of an audit. Mock entries from ExpensePilot record nothing real and need no retention.