Recording Expenses

An expense is money you spent on the business — repairs, insurance, supplies, utilities, and so on. Categorizing expenses well is what makes tax time easy later.

Add an expense by hand

1. Open Accounting → Ledger tab.
2. Click New Expense.
3. Enter a description and amount.
4. Pick a category (these map to tax Schedule E lines — Repairs, Insurance, Utilities, Mortgage Interest, etc.).
5. Optionally set the property, vendor, work order, dates (incurred, due, paid), and a status.
6. Click Save Expense.

There's also an optional Receipt details section for the vendor's address, phone, receipt number, payment method, card last 4, tax, tip, and so on, if you want to keep that.

Capture a receipt or bill instead

The faster way is to photograph the receipt on the Scan page (document type Receipt / Bill). The app reads the vendor, amounts, dates, and line items, and you confirm. See Scanning documents. When you confirm, you also tell it whether it's already paid (a receipt) or an unpaid bill.

Billable to owner

Tick Billable to owner on an expense if it should be passed through to a property owner — it's then reflected in owner reports.

Where expenses show up

Expenses appear in the Ledger alongside payments, roll into your Expenses total and Net figures, and feed the Schedule E tax summary by category. If a receipt image is attached, a thumbnail shows in the ledger row.