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ExpenseFlow
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macOS App Guide

Everything you need to know about ExpenseFlow on Mac.

Signing In

Magic Link (Email)

  1. Open ExpenseFlow. Enter your email address in the sign-in field.
  2. Click Send Code — a 6-digit code will be emailed to you.
  3. Enter the code when prompted. The app signs you in automatically once the code is verified.

Sign in with Apple

  1. Click the Sign in with Apple button below the email form.
  2. Authenticate with Touch ID or your Apple ID password.

Dashboard

The Dashboard is visible in the sidebar's first section and gives you a full-window financial overview.

Switching Tax Years

Use the Tax Year dropdown in the toolbar (top-right of the window) to switch between years. Click the Refreshbutton (↺) to reload all dashboard data.

Stat Cards

Four summary cards appear at the top:

  • Total Expenses — total deductible spending for the year.
  • Transactions — total imported transaction count. Click this card to jump directly to the Transactions view. A progress bar shows the categorization percentage.
  • Categorized — transactions ready for export.
  • HST Claimed — total input tax credit for the year.

Monthly Expenses Chart

A bar chart showing deductible expenses per month for the selected tax year.

Expense Breakdown Chart

A donut chart breaking down spending by category. Each slice is labelled with the category name and dollar amount. Requires macOS 14 or later; older versions show a horizontal bar chart.

Top Vendors

A ranked list of your top 10 payees by total spend, showing the vendor name, number of transactions, and total amount.

Spending Activity Heatmap

A GitHub-style calendar heatmap showing your daily deductible spending across the full year. Darker squares indicate higher spend. Hover over any cell to see the date and exact amount.

Recent Uploads

The last 5 uploaded files, with filename, transaction count, format, upload date, and status badge.

Window Resizing

All charts and cards adapt to the window width. On narrow windows they stack vertically.

Transactions

Loading & Navigation

The Transactions view loads automatically when you select it from the sidebar. A loading animation plays on first open.

Filtering Transactions

  • Source dropdown — filter by a specific uploaded file, or show all sources.
  • Year dropdown — filter by tax year, or show all years.
  • Search bar (top of window) — search transaction descriptions in real time.
  • Clear Filters button appears when any filter is active.

Category Tiles

Below the filter bar, coloured tiles show each expense category with its total amount and transaction count (sourced from the full dataset, not just the loaded page). Click a tile to filter the table to that category. Click the ALL tile to clear the category filter.

Transaction Table

Columns: Date · Description · Amount · Category · Type

  • Click any column header to sort by that column. Click again to reverse the sort direction.
  • Click a row to select it (highlighted in blue). The Transaction Detail Panel opens on the right.
  • Hold ⌘ or Shift to select multiple rows.
  • Right-click for context menu options: Select All / Deselect All.

Changing a Category in the Table

Click the coloured category label in the Category column of any row to open a dropdown menu and pick a new category. The change is saved immediately.

Bulk Categorization

  1. Select multiple rows using ⌘-click or Shift-click.
  2. The Bulk Actions bar appears below the tiles showing how many rows are selected.
  3. Use the Categorize as… picker to choose a category.
  4. Click Apply to update all selected transactions at once.
  5. Click Deselect All to clear the selection.

Transaction Detail Panel

Opens on the right side when exactly one transaction is selected. Shows description, date, amount, type, HST amount, and net amount (if HST applies). Change the category and click Save to update, or Revert to cancel.

Load More

If there are more transactions than currently shown, a Load More button appears at the bottom of the table showing how many remain.

Upload

  1. Select Upload from the sidebar.
  2. Configure the upload:
  • Tax Year — select the year this statement covers.
  • Bank — choose your bank or leave on Auto-detect.
  • Credit Card Statement — toggle on for credit card files.
  1. Click Choose File (or the folder icon in the toolbar) and select your CSV or XLSX bank export.
  2. The file processes automatically. Status will show Processing → Completed.

Recent Uploads

Uploaded files are listed below the upload controls with their filename, transaction count, format, and status.

Export

  1. Select Export from the sidebar.
  2. Choose the Tax Year to export.
  3. Toggle optional inclusions:
  • Include Personal (Non-Deductible)
  • Include Income (Non-Expense)
  1. Click Export to CSV to generate the file.
  2. Once ready, click Share / Save File to save or share the exported CSV.

Settings & Preferences

Access Settings via ExpenseFlow → Settings in the menu bar, or press ⌘,.

Business Tab

  • Business Name — your business name for tax filings.
  • Province — applies the correct HST/GST rate.
  • Tax Year — default year used across the app.

Click Save to apply.

Account Tab

  • Profile — displays your name, email, and account ID.
  • Support — links to Contact Support and Help Articles.
  • Legal — links to Privacy Policy and Terms of Service.
  • Sign Out — signs you out of the app and clears all local data.
  • Delete Account — permanently deletes your account and all data. This cannot be undone.

Preferences Tab

Appearance — choose System (follows macOS setting), Light, or Dark mode.

About Tab

Shows the app version, a feature overview, and links to the website, privacy policy, and terms of service.

Still need help? Email our support team and we'll get back to you within one business day.