Pay an expense and print checks

An expense recorded as Unpaid stays open until it is paid. Record a payment you made another way, send the payment by ACH, or print a check, which records the payment as it prints, so your books always match the paper.

Pay one expense

1. Open the expense — in Expenses, or from a property's Expenses tab.
2. Click Pay expense at the bottom of the expense. (On a property's Expenses tab you can also click ⋮ on the row and choose Record payment.)
3. If vendor payments by ACH are on, choose how it is paid: ACH (UnitConnect sends it; see Pay vendors by ACH) or Check or other (record a payment).
4. To record a payment, enter:
   • Bank account (required) — the account the money leaves from.
   • Paid by — how it was paid: Check, Bank transfer, Card or Auto-debit. It starts on the method planned for the expense.
   • Check # (or Reference # for anything but a check) — optional.
   • Paid date (required) — starts at today. If the property's books are closed for that date, a hint tells you.
5. The panel tells you the status the expense will get: Paid, or Scheduled if the paid date is in the future. Click Record payment.

Pay expense only appears while nothing is paid, sent or waiting for approval. To correct a recorded payment — a wrong check number or date — click Edit on the expense and change the Payment fields.

If your company requires approval for ACH payments, the ACH button reads Request approval to send $… by ACH; see Approve payments.

Print a check

Print a check from the expense, or from the row menu on a property's Expenses tab:

• At the bottom of an expense paid by check, click Print check.
• On an unpaid expense, click ⋯ (More actions) at the bottom, then Print check.
• On a property's Expenses tab, click ⋮ on the row and choose Print check.

What happens next depends on the expense:

• The payment is recorded with a check number — a PDF of the check downloads straight away (Generating check PDF… shows while it is prepared).
• No payment or no check number yet — the Record payment and print check panel opens. Enter the Bank account, Paid date and Check # (required, it is printed on the check), then click Record payment and print. The payment is saved and the check PDF downloads.
• Your company requires approval for checks — the panel reads Request approval to print check. Nothing is recorded or printed until an approver approves it. Once approved, the expense shows Print approved check; printing it records the payment. See Approve payments.

Load your check stock in the printer and print the PDF. The check layout is designed for DLT104-style check stock.

Pay several expenses at once

1. In Expenses, tick the expenses to pay; see The Expenses workspace.
2. Click Actions, then Pay N expenses….
3. The expenses are grouped by the bank account each pays from. For each one choose ACH or Record:
   • ACH is offered when the vendor's bank details are ready and the account can pay vendors by ACH; otherwise the line says why, and it is recorded. An expense starts on ACH when its vendor is set up for ACH payments.
   • Record records a payment made another way. Add a Ref # if you have one.
4. Set ACH sends on for the ACH payments and Paid date for recorded payments for the rest.
5. Click Pay N expenses (or Pay N, request M when some ACH payments need approval).

Each payment goes through on its own, so one that is refused doesn't stop the others; the dialog lists any refused with the reason. Expenses already paid, sent by ACH or waiting for approval are left out and listed at the bottom.

Print checks for several expenses

1. In Expenses, tick the expenses, click Actions, then Print N checks….
2. The checks are grouped by bank account. Each account's line shows the check numbers its run will use, starting after the highest number the account has used. To change them, click the numbers, enter the first check number and apply.
3. Set the Date for new payments. Unpaid expenses are marked paid on this date as their checks print; expenses already paid keep their paid date.
4. Click Print N checks. Each bank account prints as its own PDF, so load that account's check stock before printing it.

Expenses the approval rule covers ask for approval instead of printing. Expenses a check would pay twice — sent by ACH, paid by card or bank transfer — are left out, with the reason.