Expenses (in the sidebar) is where you work with vendor bills across every property: the list on the left, the selected expense on the right. Expenses are also called bills.
You need permission to view bills to open Expenses, and permission to create bills to see Record expense. If your company uses the expenses inbox, Workspace, Inbox and Queue appear at the top right; see The expense inbox and queue.
Filter the list
The toolbar filters apply together:
- All properties, All vendors — pick one or more of each.
- The date range — the list opens on Year to date. Each expense is dated by its paid date, or its due date, or its expense date, whichever it has first.
- The magnifier — click it and type part of a vendor name, invoice number or amount, or an expense's number (such as 104861 or #104861), then press Enter (or click × or anywhere else) to close the box. The search stays applied, shown as the term with × to remove it; click the term to change it.
- The filter button — Category (one or more) and Status: Unpaid, Scheduled, Paid, Overdue or Voided. Voided expenses are listed only when you choose Voided. A number on the button shows how many of these are set, and each shows under the toolbar with × to remove it.
Click Clear to remove all filters. The refresh button reloads the list.
Group and sort
Above the list, use Grouped by to group expenses by Property, Vendor or Month. Each group header shows the count and the group's Unpaid total (or Paid in full). Click a group header to fold it.
Use Sorted by to order the list by Newest, Oldest, Highest amount, Lowest amount, Vendor or Status. The list shows 200 expenses per page; use the arrows at the bottom to page.
Icons next to a vendor name show that the expense has attachments, internal comments, or has been passed through to tenants.
What the statuses mean
| Status | Meaning |
|---|---|
| Unpaid | Recorded, but no payment is recorded yet. |
| Scheduled | A payment is recorded with a paid date in the future. |
| Paid | A payment is recorded with a paid date today or earlier. |
| Overdue | Unpaid and past its due date. |
| Voided | Dismissed without being paid. Kept for the record, but not owed and not in any total. |
Open an expense
Click a row to open the expense on the right. It shows:
- the vendor, total and status, and flags such as Operating, Pass-through or Prepaid;
- the Property, Payee account (the vendor account), Expense date and Invoice #;
- the Categories the amount is split across;
- the payment: Method, Check #, Paid date and Bank account;
- Pass through to tenants — the units charged, if any;
- Documents, the Memo, Internal comments and Activity.
At the bottom of the expense:
- Edit opens the same form used to record it; change what you need and save.
- One main button, which follows where the payment stands:
- Pay expense while nothing is paid, sent or waiting for approval; see Pay an expense and print checks.
- Print approved check once an approver has approved printing its check.
- Print check on an expense paid by check, to print (or reprint) its check.
- Nothing while a payment waits for an approver, was sent by ACH, or was paid another way.
- ⋯ (More actions) holds Print check and Void expense… on an unpaid expense, and Delete expense. Deleting removes the expense and reverses its ledger entries. If the expense was passed through, unpaid tenant charges from it come off their invoices. An expense can't be deleted while a tenant payment on it still stands.
Use Add internal comment to leave a note for your team. Internal comments are staff only — tenants never see them.
Void an expense you won't pay
Void an unpaid expense when it should not be paid but you want to keep a record of it. For example, a vendor sends a past-due notice for a bill you already paid, and the notice was recorded as a new expense. Unlike deleting, voiding keeps the expense with its documents, internal comments and activity.
- Open the expense and click ⋯ (More actions) → Void expense….
- Choose a Reason: Duplicate, Entered in error, Vendor cancelled or Other.
- For a duplicate, choose the expense it duplicates under Duplicate of. The list suggests expenses from the same vendor at the same property, with the same amount and paid ones first. If the one you want isn't listed, choose Another expense and enter its number.
- Add a Note if you like, and click Void expense.
The expense leaves the unpaid lists, the totals and the ledger. It opens read-only, with a banner that says when and why it was voided and links to the original. Close the banner with × once you've read it; the void stays in the expense's Activity. The original's Activity shows that its duplicate was voided. To see voided expenses, set Status to Voided under the filter button.
To make the expense owed again, click Undo void at the bottom of the expense (or on the banner) and confirm. Its ledger entry comes back. Open payment requests and tenant charges that the void removed don't come back.
Only an expense with no payment recorded can be voided, and you need permission to edit bills. If the expense was passed through, the void removes its unpaid tenant charges, as deleting does. If an expense's date falls in books that are already closed, the void leaves that month as reported. It adds an offsetting entry dated the day you void it.
Work with several expenses
Tick the box at the start of each expense you want, or the box on a group header to tick the whole group. The bottom of the list then shows how many are selected and their total, and Actions lists what you can do to them:
- Pay N expenses… — pay them together, each by ACH or recorded as paid. See Pay an expense and print checks.
- Print N checks… — print their checks in one run. See Pay an expense and print checks.
- Delete N expenses… — delete them after one confirmation. Each is deleted on its own; any that can't be are listed with the reason.
With nothing ticked, Actions works on the expense that is open. Clicking a row opens it; it never ticks it. Ticks are cleared from expenses a filter, search or page change takes out of the list.
