Money Out
The Money Out page shows expense analytics for a client based on invoices they have received. All data comes from the AADE myDATA API using the client's stored credentials.
What you see
The page is arranged vertically:
Header — page title ("Money Out"), subtitle ("Expense analysis and supplier breakdown"), and date range picker
Three KPI cards — key expense metrics for the selected period
Expense Trend chart — monthly expenses plotted over time
Expenses by Supplier chart — a ranked horizontal bar chart of the top suppliers by spend
KPI cards
Total Expenses (hero card)
What it shows: The total net expenses for the selected period — the sum of all invoices the client has received as a buyer, excluding VAT and excluding cancelled invoices. Credit notes received from suppliers are subtracted from the total.
How it is calculated:
Sum of net invoice values on all received invoices where the client is the buyer, minus any supplier credit notes. VAT is excluded.
Displayed as: Euro amount (€), with a month-on-month percentage delta below.
Data source: Received invoices from the client's myDATA expense book.
Cost-to-Revenue
What it shows: Total expenses as a proportion of total revenue for the same period. This ratio shows how much of each euro of revenue is consumed by costs.
How it is calculated:
Total expenses ÷ Total revenue
Displayed as: Percentage. For example, 60% means the client spends €0.60 for every €1.00 of revenue earned.
Alert: A warning indicator appears if the ratio increases by more than 10 percentage points over two consecutive months — a signal that costs are rising faster than revenue.
Note: This ratio requires both income and expense data to be available. If myDATA income data is missing for the period, the card will show N/A.
EBITDA Proxy
What it shows: A simplified approximation of EBITDA — the difference between total revenue and total operating expenses for the period.
How it is calculated:
Total revenue − Total expenses
Displayed as: Euro amount (€), positive or negative.
Important limitation: This is explicitly a proxy. It excludes depreciation, interest charges, and taxes, which are not available from myDATA invoice data alone. The figure gives a directional view of operating performance but should not be used as a substitute for a full EBITDA calculation from your accounting records.
Alert: A warning indicator appears if the EBITDA Proxy is negative for two or more consecutive months — indicating that expenses exceeded revenue in back-to-back months.
Expense Trend chart
The chart shows total monthly expenses as a shaded area plot across the selected date range.
X-axis: Month
Y-axis: Total expenses in euros
Colour: Orange
Use this chart to spot months with unusually high spend, seasonal cost patterns, or a sustained increase in expenses over time.
The chart updates instantly when you change the date range.
Expenses by Supplier chart
The chart shows the top 10 suppliers ranked by total spend for the selected period, displayed as a horizontal bar chart.
- Y-axis: Supplier names
- X-axis: Total expense amount
- Sorting: Highest spend first
- Colour: Orange
Hover over a bar to see the full supplier name and exact spend figure.
This chart uses the same underlying data as the KPI cards. No separate API call is made when the date range changes.
Detail drawer
Clicking any KPI card opens the detail drawer. See Using the detail drawer for a full explanation of the controls.
The drawer for each card shows a definition of the metric and the calculated values by month:
Metric | Definition shown in drawer |
|---|---|
Total Expenses | "Net value of received invoices where you are the buyer. Source: myDATA." |
Cost-to-Revenue | "Total expenses as a percentage of total revenue. Alert if increase exceeds +10pp over 2 months." |
EBITDA Proxy | "Revenue minus operating expenses. Proxy only — excludes depreciation, interest, taxes. Alert if negative for 2 consecutive months." |
Suggested AI questions
When you open Ask AI from a Money Out metric, the following suggested questions are shown:
Total Expenses
- "What drove my expenses this period?"
- "Which supplier costs the most?"
- "How do my expenses compare to revenue?"
Cost-to-Revenue
- "What is a healthy cost-to-revenue ratio?"
- "How can I reduce my cost ratio?"
- "What does this ratio mean for profitability?"
EBITDA Proxy
- "How is EBITDA Proxy calculated?"
- "Why is my EBITDA negative?"
- "How can I improve my EBITDA?"
Troubleshooting
"No myDATA credentials configured for this client." The client record does not have myDATA API credentials saved. An administrator needs to add the AADE User ID and Subscription Key on the client's Finance & Tax tab. See myDATA credentials.
KPI cards show "N/A". There is no expense data for the selected date range. Try widening the date range.
Cost-to-Revenue shows "N/A" but Total Expenses has a value. This metric requires both income and expense data. If the client has no income recorded in myDATA for the same period, the ratio cannot be calculated.
The EBITDA Proxy is negative. Total expenses exceeded total revenue for the period. Open the EBITDA Proxy card to see the month-by-month breakdown and identify when the reversal occurred. Cross-reference with the Expense Trend chart and Expenses by Supplier to identify the main cost drivers.
Updated on: 14/04/2026
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