Property expenses

Expenses typically refer to the cost of work carried out at a property on behalf of the landlord. They can be created in the following locations within the system:

  • From a supplier invoice – i.e. when recording the invoice for the work from the supplier/contractor who carried out the work (see “Recording Supplier Invoices”)
  • From the “Expenses” side-menu of the property – where it is also possible to record details of the associated supplier invoice (see below)
  • From a maintenance job – click the “Add” link next to the “Expense” field on the job 

In all cases, once the expense has been created, it can be accessed again from the “Expenses” side-menu against the property.

Once created, the expense will then be included in the next landlord statement covering the date of the expense. It will be paid either as a deduction from the landlord’s rental income (the default), or from the landlord’s float if the landlord has one on account.

Recording a property expense

The following steps detail how to create an expense directly against the property (alternatively, expenses can be created when recording a supplier invoice or from a maintenance job).

  1. The expenses list for a property can be accessed from two places:
    • From the property: click on the “Expenses” side-menu link
    • From a letting at the property: click on “Property Expenses” link in the “Quick Links” section in the side-menu
  2. Click “Add” to bring up the new expense form
  3. Enter the details of the expense, including the expense type:
    • “Property Expense”: the landlord is responsible for paying property expenses
    • “Tenant Expense”: the tenant is responsible for paying these expenses (they are added to the Tenant’s Account)
  4. If the expense is recurring on a regular basis, tick the “Is Recurring” box and enter details of how often and for how long the expense should repeat.
  5. Details of the associated supplier invoice can also be created at the same time as the expense is recorded – tick the “Add Supplier Invoice” checkbox and record who the supplier is, and details of their invoice.
  6. Click the “Add” button to save down the expense and any associated supplier invoice.

Expenses can also be created from:

  • A maintenance job: click the “Add” link next to “Expense”
  • A supplier invoice: enter the expense details (property) when adding the supplier invoice.
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