Expenses
Recording what the complex spent, by vendor and category, with its receipts, and how the expenses fill the budget.
The Expenses tab lists what the complex spent: the elevator service, the cleaning company, the utilities. Each expense keeps its receipts, and the year’s expenses are what the budget compares its plan with.
Who can use it
Sidebar › Finance › Expenses. A Complex Admin, an Org or Global Admin inside the complex, and an Accountant can add, edit and delete expenses. A Board Member can read the list and download the receipts.
Add an expense
Add expense opens a form that asks for:
- Vendor from the directory, optional, shown when the complex has vendors and you also handle maintenance tickets (an Accountant types the vendor instead): picking one fills in the vendor and links the expense to it, so it appears on the vendor’s card.
- Vendor: who was paid, for example
Liftservice LLC, up to 160 characters. - Category: Cleaning, Security, Elevator, Utilities, Repairs, Reserve fund, Staff salaries or Other, the same categories as the budget.
- Amount, in the complex’s currency. It must be more than zero, with at most two decimals.
- Date: the day the money was spent. It cannot be in the future.
- Description, optional.
- Receipts: Attach files takes up to five PDF, JPG or PNG files of at most 10 MB each.
Add expense saves it, and a message confirms it.
The list
Each row shows the vendor, the category, the amount, the date and the receipts. Click a receipt to download it. Filter by category with the chips above the list, pick a month, or search by vendor or description. On a phone the list turns into cards.
Edit or delete an expense
Edit on a row opens the same form. Remove a receipt there, or attach another. If someone else changed the expense in the meantime, the form closes and asks you to open it again, so their change is never overwritten.
Delete removes the expense from the list and from the budget. Its record and receipts are kept, so the audit trail still shows what was spent.
Adding, editing and deleting an expense are all written to the audit log.
Expenses and the budget
The expenses dated in a year are the budget’s actual spending for that year, category by category. Once the complex has an expense, its currency can no longer change.