Add Expense

Use Add Expense to record money that has already gone out, such as repairs, utilities, insurance or software. Every expense keeps its category, amount, dates and payment details so your books stay accurate.

Step 1: Open Add Expense

From the Dashboard, click Quick Actions, then Add Expense. You can also go to Accounting > Transactions and click Add Expense.

Step 2: Fill in the form

Step 3: Choose the expense type

• Property based: for a specific property or building.
• General: business costs not tied to a property.
• Homeowner based: costs tied to a homeowner rather than one property.

Property-based expense

Use for repairs, utilities, property taxes and other costs of a specific property.

1. Category: for example Maintenance, Insurance or Utilities.
2. Amount: the total, including sales tax.
3. Date type: Single-date for a one-off expense, or Duration for one that covers a period (enter start and end dates).
4. Property / Building: pick the address.
5. Vendor: who you paid.
6. Billing Date and Payment Date.
7. Payment Account: the account the money came from.
8. Attachment and Notes (optional).
9. On a managed property, you can charge the expense to the owner and add a Markup Fee.

General expense

Use for office supplies, software, marketing or travel. Fill in the category, amount, date, payment account, and any attachment or notes.

Homeowner-based expense

Use for owner-requested upgrades, reimbursements or services. Fill in the category, amount, date type, billing and payment dates, payment account, and any attachment or notes.

Step 4: Sales tax and splitting

• Include Sales Tax: tick this if the amount includes tax. Haletale separates the tax for your reports.
• Split Transaction: share one expense across categories or between tenants, equally, by percentage or by custom amounts.

Click Submit to save.

Expense or bill?

Use an expense when the money has already been paid. Use a bill when you owe it but haven't paid yet. A bill is paid later, manually or through ZumRails.

Good to know

• Set a default markup under Settings > Fees > Markup Fee so it fills in automatically.
• A finished maintenance job doesn't create an expense on its own. Add it here.
• When an expense is tied to a ZumRails payout, the lower part of Edit Expense is locked.
• Expenses are listed by payment date. Unpaid ones without a date show at the top.