Expenses

Revenue on its own does not tell an owner whether the month worked. Expenses records what the property spent, month by month, in the currencies you trade in, so profit and margin come from real numbers rather than a spreadsheet filled in later.

Open Money > Expenses in the sidebar. The page has three tabs: Monthly Expenses, Recurring Templates and Categories.

Use the arrows beside the month to move between months; everything below belongs to the month shown. Above it, the Expenses by category card shows the month's spending by category.

Select Add expense and fill in:

• Name: what the money went on, for example "Plumbing Repair".
• Amount and Currency: any currency the property accepts, not only the base currency.
• Exchange rate: for a currency other than the base currency, how many units of your base currency one unit is worth. It starts at the property's rate; change it for a custom rate on this expense.
• Category: which cost category this belongs to.
• Notes (optional): any detail, such as how it was paid.

The table lists each expense with its name, category, source and amount, with the month's total at the bottom. Source is Manual for an expense you entered and Recurring for one posted from a template.

Salaries, rent and utilities repeat every month. A template holds a cost that repeats, so nobody enters it twelve times a year. Select Add Template and set its Name, Monthly amount, Currency and Category. You can pause a template when a cost stops, without deleting its history. The table shows each template's status (Active or Paused) and when it was Last posted.

Active templates post themselves on the 1st of each month, in the property's own time zone. If a month's recurring expenses have not been posted yet, a notice on Monthly Expenses offers Generate, which creates one expense in that month for each active template.

Categories are the groups your costs are reported under, so agree on them before you record the first month. A property with no categories yet can select Seed Defaults for a standard set, then add its own with Add Category. Each category shows whether it is System or Custom and whether it is Active; use its actions menu to rename it or to deactivate it. Every expense and every template must have a category.

Each category posts to an account in your chart of accounts, which you choose under Posting rules. See Accounts.

The Expenses by category card totals the month's spending and shows each category's share. Expenses recorded in other currencies count at their frozen base-currency value, so totals compare across months and never move after the fact.

To set spending against revenue, use the Revenue vs Expenses widget on the dashboard, the Expenses report under Reports, or the income statement under Accounts > Statements.

Viewing expenses needs View Expenses & Profit (expenses.view), and adding or changing expenses, templates and categories needs Manage Expenses, Templates & Categories (expenses.manage). Expenses is a module: if it is not in your plan, the page does not appear in the sidebar.

• Payments and settlements: money coming in, including processing costs.
• Reports: revenue, occupancy and expense reporting.