GuideThe money
Log an expense
Record what you paid in a few taps, with the receipt attached, so Spent and Remaining are right today.
- Where it is
- A house › Money › Expenses, or the yellow Add expense button
- Who can use it
- Owners, admins, and team members on the house
An expense is money that has left your account for this house. Every expense needs an amount and a category. Everything else is optional, which is what keeps it fast in a parking lot.
Add an expense
- Step 1: Tap the yellow Add expense button. On a phone it floats at the bottom right of every page of the house.
- Step 2: Type the Amount, as plain numbers like
612.40. - Step 3: Pick the Category. Your three most recent categories are one tap each.
- Step 4: Owners and admins: tap Take photo or Choose file to attach the receipt.
- Step 5: Tap More to set the Date, Vendor, Budget line, Payment method, Type, and Notes.
- Step 6: Tap Save expense.
Example
- Lowe'sOct 7 · Paint · Primer and two colors$612.40
- Home DepotOct 2 · Flooring · LVP, 1,180 sq ft$3,690.00
- Lowe'sSep 28 · Kitchen · Shaker cabinets and quartz$6,420.00
- Lowe'sSep 24 · Drywall · Board, mud, tape$2,140.00
Which optional fields are worth it
| Field | Fill it in when |
|---|---|
| Budget line | You want the spend to show against that line on the Budget page |
| Vendor | You paid a contractor. It feeds the 1099 report and the labor total on the budget. |
| Payment method | Always, for contractor payments. Card payments are left off the 1099 report; a blank method is counted as reportable. |
| Date | You're entering it later than the day you paid |
Category and Payment method start on what you used last time on this house.
If you lose signal
What you've typed is kept on your phone, photo included, and the form says “Saved on this phone. Tap Save when you're back online.” It doesn't send itself. Open Add expense again when you have a connection and tap Save expense.
Fix a mistake
A saved expense can't be edited or deleted. To correct one, void it and add it again.
- Step 1: On Expenses, open the … menu on the row and choose Void.
- Step 2: Confirm with Void.
Voids are never deleted, so your books show what happened as well as where they ended up. That is what a CPA or a partner wants to see.
Split one receipt across categories
One trip to the store often covers plumbing fittings and paint.
- Step 1: On Expenses, open the … menu on the row and choose Split across categories.
- Step 2: Lower the Amount on the first part.
- Step 3: On the second part, choose the Category and type the Amount. Add a part adds more, up to twelve.
- Step 4: When the footer says Adds up, choose Split expense.
The original is voided and each part posts as its own expense with the same date, vendor, and receipt.
Refunds
Enter a store refund as an expense with a negative amount in the same category. It brings Spent back down. Money that isn't a refund, such as rent or a seller credit, goes under Other income.
Invoices from contractors
When a contractor sends an invoice from their login, Expenses shows a box such as “1 invoice to review.” It isn't an expense and doesn't count as spent until you accept it. Contractor logins covers the review.
Find an expense
Filter narrows the list by Category, Vendor, label, and a From and To date. The list is newest first.