Spending Lines
Spending lines are organizational cost centers that let you track where money goes across your entire fleet.
What Are Spending Lines?
A spending line represents a category of expenditure for your organization. Every invoice can be assigned to a spending line, giving you a clear breakdown of costs by purpose rather than just by asset or date.
Each spending line has:
- Short ID — Auto-generated identifier (e.g., CC-0001, CC-0002)
- Name — Descriptive label
- Color Code — Visual identifier used in charts and badges
- System Flag — Indicates whether it was auto-created or user-defined
Spending lines are organization-wide, not asset-specific. This allows you to track costs across your entire fleet. For example, you can see total fuel costs across all yachts, not just one.
System Spending Lines
When an organization is created, SOPHIOS automatically seeds five system spending lines:
| Short ID | Name | Purpose |
|---|---|---|
| CC-0001 | Boat Operations (OPERACION_BARCO) | Day-to-day vessel operating costs: fuel, marina fees, provisions |
| CC-0002 | Refitting (REFIT) | Major refurbishment and upgrade projects |
| CC-0003 | Payroll (NOMINAS) | Crew salaries, bonuses, and payroll-related expenses |
| CC-0004 | Personal Expenses (GASTOS_PERSONALES) | Owner personal expenses tracked through the platform |
| CC-0005 | Other (OTRAS) | Miscellaneous expenses that do not fit other categories |
System spending lines cannot be deleted. They serve as the default structure for financial tracking.
Custom Spending Lines
Organizations can create additional spending lines to match their specific accounting needs.
Navigate to Settings
Go to your organization settings or the Finanzas dashboard.
Create Spending Line
Click “Add Spending Line” and fill in:
- Name — A clear, descriptive name (e.g., “Insurance”, “Legal Fees”, “Marketing”)
- Color — Pick a color for visual identification in charts
Save
The new spending line is immediately available for assignment to invoices.
Custom spending lines work exactly like system ones. They appear in all analytics, breakdowns, and reconciliation reports.
Assigning Invoices to Spending Lines
There are two ways to assign a spending line to an invoice:
Inline Assignment (Quick)
From the invoice list view:
- Find the invoice card
- Click the spending line badge area (or the empty badge slot)
- A popover appears with all available spending lines
- Select the appropriate one
- The assignment saves immediately
Edit Form Assignment
From the invoice edit form:
- Open the invoice for editing
- Find the “Spending Line” dropdown
- Select from the list
- Save the invoice
Post-hoc assignment is supported. You do not need to assign a spending line at invoice creation time. You can assign or change it at any point.
Spending Line Analytics
View spending breakdowns by cost center in the Finanzas dashboard:
- Navigate to Reports > Analytics
- Open the Finanzas tab
- Select the Spending Lines sub-tab
The analytics view shows:
- Total spend per spending line for the selected period
- Percentage breakdown — how each cost center compares
- Trend over time — monthly or quarterly spend per line
- Comparison across assets — which assets contribute most to each cost center
Best Practices
- Use system lines for standard categories — They cover the most common expense types for asset management.
- Create custom lines sparingly — Too many spending lines dilute the analytical value. Aim for 8-12 total.
- Assign consistently — The analytics are only as good as the data. Make spending line assignment part of your invoice review process.
- Review in reconciliation — Spending line breakdowns appear in cash reconciliation reports, making it easy to verify costs by category.
Related Pages:
- Invoice Upload & OCR — Upload and categorize invoices
- Cash Reconciliation — Reconcile funding vs. spending by cost center
- Budget Management — Track budgets alongside spending lines