Expenses

Expenses (/admin/expenses)

Every cost in your workspace, in one list: what was bought for the buildings, costs typed in by hand, recurring monthly costs, and the costs other screens book (housekeeping, maintenance, inventory, approved receipts, freee payments, move-out refunds). Every row is also on the P&L, under the property it is assigned to.

Purchases used to have their own page and expenses were a Rent Roll tab. Both old addresses open this page.

The list

• One row per expense, and one row per purchase invoice. An invoice (a vendor order or a receipt) shows once however many lines it has. Expand it with the chevron to see its lines.
• Type is what the P&L files the cost under: Bedding, Repair, Utility Expense, Other Expense and so on. An invoice shows the type of each of its lines.
• P&L Month is the month of the P&L the expense counts in: the month of its date, or the month after it if your company books expenses in the next month (Settings → Client Settings → Accounting). An unpaid expense shows —, because the P&L counts paid expenses only. The Date filter still works on the expense date.
• Source says where the expense came from:
  • Online order: imported from a vendor's order confirmation email, where that is set up.
  • Manual: added on this page, as a purchase or as a one-off expense.
  • Recurring: booked each month from a recurring expense.
  • freee: a bank or card transaction assigned on the freee page.
  • Housekeeping: a cleaner's labor and transit for a visit, or a supplies receipt from a cleaning report.
  • Maintenance, Inventory: parts and items recorded on those screens.
  • Receipt: a receipt a house leader or resident submitted and staff approved.
  • Move-out: a deposit refund recorded at move-out.
  • Utility bill: an electricity, gas or water bill entered as a utility bill (below).
• Filters: Source, Type, Property, Date and Needs attention. Search looks at the item, vendor, order number, buyer, property and notes. The bar above the list shows how many expenses match and their total.
• Filtering by Property or Type counts only the matching lines of an invoice. An order with bedding for one building and detergent for another shows, under that building, only its own lines and its share of the shipping and tax, with the whole invoice's amount underneath. So the total matches that building's (or that type's) row on the P&L.
• Purchases for a demo building are left out, as they are on the P&L.
• Click an expense row to open its details: the receipt photo where there is one, the visit it came from for housekeeping, its files and its change history. Files and notes can be added to any expense there.

Adding an expense

Click + Add expense and choose what you are adding:

• Purchase or receipt: something bought, line by line. See below.
• One-off expense: a single cost with no lines, such as a repair bill, a tax payment or an insurance premium. Pick its Type, its Category, the property and the amount. Vendor, payment method, a receipt link and files are optional.
• Utility bill: an electricity, gas or water bill. See below.
• Recurring expense: a fixed monthly cost, booked automatically each month. This opens the recurring list, where you can add, pause or end one. Recurring at the top of the page opens the same list.

The Category (managed in Settings → Reference Data → Expense Categories) decides who bears the cost in a managed building's owner split. Filing under "Miscellaneous expenses paid PBKK" always books it as the management company's cost, whatever Type you pick.

Utility bills

A utility bill is one bill as printed: the Property and Unit it is for (or Whole building for a bill that is not for one unit), the Utilities it covers (tick several for a bill that covers electricity and gas together), its Period (the first and last day as printed on the bill; both count) and its Amount. Provider and a note are optional. When the unit's bills are set up (Units ▸ Edit ▸ Pricing, see Properties), its bills appear as buttons that fill in the utilities and provider, and the unit's recent bills are listed under the form so a missing or repeated period is easy to spot.

Saving books the bill as a Utility Expense dated the last day of its period. For an apartment or house whose utility providers your company pays, it also works out what each resident of that period used. A resident's share of a bill is the bill's amount per day times their days inside its period. Once every bill the unit lists covers a month they lived there, and that month is over, the share is compared with the allowance the unit's overuse rule gives them for those days. Anything above it becomes a Utility overuse charge for that month, which the resident is emailed about like any new charge. The message after saving says which charges were created, corrected or withdrawn.

• Correcting a bill corrects an unpaid charge it produced, and deleting one withdraws it. A charge with a payment, a payment proof or an invoice on it is never changed: the message says it needs a look.
• To waive a resident's overuse charge, delete it from their charges (the reservation's Payments tab). It is kept as cancelled rather than removed, so it is never raised again for that month.
• Two bills that cover the same days for one utility stop that month from being worked out until one is fixed.
• A sharehouse's bills, a whole-building bill, and a unit whose residents pay the providers directly are recorded as expenses only.

Click a utility bill's row to open the bill, where you can correct it or delete it.

Purchases

What gets bought for the buildings (supplies, furniture, bedding, parts), who bought it, and what it cost.

1. Choose Purchase or receipt.
2. Attach the receipt (optional): a photo or a PDF. Drop it on the box or click it. It is read in a few seconds and fills in the lines: the item (in English, with the printed name underneath), quantity, price, and the tax & fees amount. The supplier and date are filled in too if you have not typed them.
3. Check the lines against the receipt. Items that look personal (snacks, drinks and similar) start unticked, and an unticked line is not saved. A discount printed on the receipt is already taken off the line it applies to.
4. Set each line's Type. Mark bedding (futons, pillows, blankets, linens) as Bedding, everything else as Other Expense. One order can mix both. Type for All Lines sets every line at once.
5. Set the property. Property for All Lines sets every line at once; change individual lines where they differ.
6. Check Purchased by. It starts as you, the profile picked in "Who are you?".
7. Compare the totals. The footer shows your total against the receipt's. A difference usually means points or a voucher were used, a line was misread, or a line is missing. Lines you left off are counted as accounted for. Any warnings under the total say what to check.
8. Click Add expense. Nothing is saved before this; Cancel also discards the uploaded receipt.

Without a receipt it is the same form with one empty line: type the item and its cost, and use + Add line for more.

If an iPhone photo is refused, set the camera to "Most Compatible" (Settings › Camera › Formats) or send the receipt as a JPG or PDF.

In an expanded invoice:

• Each line has its own Property / Unit and Type, set right there. One receipt can cover several buildings: assign each line to the one it was bought for.
• Shipping, tax & fees is the part of an invoice's total that is not a product. When its lines go to more than one property, it is split between them in proportion to what each one bought; a note under the lines says so. It has no Type of its own and stays Other Expense, even on an order of bedding.
• The paperclip opens the receipt the invoice was added from.
• Buyer is who made the purchase. Pick someone from the staff list, or choose Someone else… to type a name. It applies to every line of the invoice. Imported orders show the ordering account's name marked "(not on staff list)" until you pick the person.
• Edit (pencil) changes one line: item, type, quantity, cost, supplier, date, order ID, product link and notes.
• Deleting a line removes its expense from the P&L and re-splits the invoice's shipping, tax & fees across the lines that are left. Deleting the last line of an invoice also deletes its receipt.

Needs attention

A purchase line needs attention (orange !) when it has no property, no cost or no buyer. The Needs attention count above the list (also a filter) and the sidebar badge both count the invoices with such a line. A line with no cost is not on the P&L until a cost is entered.

Bedding

Bedding bought for residents is a cost like any other, filed under the Bedding type, either on a purchase line or as a one-off expense. It does not have to match one resident: bedding often goes into stock first, and pillows, blankets and linens are often bought separately.

• On the P/L (Rent Roll → P/L), Bedding is its own expense row, and the Bedding section under the statement sets it against the bedding fees for the same P&L months: fees, cost and the margin.
• In a managed building's owner split, bedding cost is shared the same way as the building's bedding-fee income (the Bedding fee setting in the property's income allocation): whoever keeps the fee pays for the bedding.
• Bedding bought for stock counts in its P&L month (the month it was bought, or the month after if your company books expenses in the next month), not the month a resident receives it.

Deleting an expense

Only expenses added on this page as one-off expenses, and the months a recurring expense booked, can be deleted from their row. A recurring expense that is still running books its current month again the next day, so to stop it, pause or end it in the recurring list instead. Everything else is changed where it came from, so the two never disagree:

• a purchase, line by line in its expanded invoice;
• housekeeping, maintenance and inventory costs, on those screens;
• a freee payment, with Unassign on the freee page;
• an approved receipt, from the receipt review;
• a move-out refund, from the move-out list;
• a utility bill, from its own row, which opens the bill.