Allocating operational costs to a sales receipt

Operational costs are charges you pass to a sales receipt—such as delivery fees, installation labor, or sales commission. Allocating them correctly ensures that the true cost of serving a customer is reflected in your financial records.

What are operational costs?

Operational costs are expenses directly tied to a specific sale. Common examples:

• Delivery cost – Shipping or transport to the customer's location
• Installation – Labor to set up or install goods at the customer's site
• Commission – Sales commission paid to a salesperson
• Handling – Special handling or packaging fees

Unlike inventory costs (which are built into the product's price), operational costs are recorded separately so you can track them by type and analyze profitability per sale.

Before you start

• The sales receipt must already be saved
• You must have permission to edit receipts and allocate costs
• You should know the type of cost (delivery, commission, etc.) and the amount
• The cost should be approved by a manager (in some organizations)

How to allocate operational costs to a receipt

1. Go to Invoices → View all sales receipts
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2. Find and click the sales receipt you want to add costs to.

3. On the detail page, scroll down and look for an Operational Costs or Costs tab.

4. Click + Add operational cost (or similar button).

5. A form appears. Fill in:

   • Cost type – Select from a list (e.g., Delivery, Commission, Installation)
   • Amount – The cost in the receipt's currency
   • Notes (optional) – Who is responsible, which salesperson, delivery address, etc.

6. Click Save cost.

The cost is now added to the receipt. The receipt total increases by the cost amount, and it is posted to your accounting records.

Accounting impact

When you allocate an operational cost:

If the customer paid in cash, the cash balance increases by the cost amount (they are charged more). If they owe you money, the amount owed increases. Either way, your expense is recorded and the cost is visible on the receipt.

Common use cases

Delivery included in price: If a customer buys products and you deliver them, allocate the delivery cost to the receipt so the customer's invoice shows the full charge.

Commission on a large sale: If a salesperson earned commission on a sale, allocate it to the receipt so you can track commissions per salesperson and per transaction.

Installation labor: For complex products, allocate the cost of professional installation so the customer sees it itemized.

Tips & common mistakes

• Allocate costs in the receipt currency. If the receipt is in USD and delivery is in USD, enter the USD amount.
• Don't double-count. If delivery is already baked into the product price, do not allocate it as an operational cost.
• Document who pays. Use the notes field to record whether the cost is paid by the customer (as part of their invoice) or absorbed by your company.
• Review before saving. Check that the cost amount is correct and the type matches what you intended.

Can you edit or delete an operational cost?

Yes. If you need to change a cost:

1. On the receipt detail page, find the Operational Costs tab.
2. Click the cost you want to modify.
3. You can edit the amount or notes, or delete the cost entirely.
4. Click Save or Delete.

Changes are reflected immediately in the receipt total and your financial records.

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