Add a property expense with its receipt
Record an expense with its payment account, property and receipt, then verify the saved result.
On this page
Have the actual amount, expense date, description, category, payment account and property scope ready. Prepare a readable receipt image or PDF if you want to attach it.
Step 1: Open the expense form
Choose Open Expenses below, or Expenses in the Accounting menu. On a phone browser, open Menu first. Choose Add expense. The form is already set to Expense; Other transaction types explains where to open Add transaction for a different kind of entry.
Step 2: Enter the details and account scope
Enter Amount, Date and Description. Choose Account for the expense category and Paid from for the account used to pay it. Review Portfolio or property and select the intended property, or keep Whole portfolio only for that scope. Check any additional fields offered for your account.
Step 3: Add notes and the receipt
Open Notes and receipt (Optional). Enter any useful Notes and choose an image or PDF under Receipt. Check the selected file before saving. You can leave the optional section empty.
Step 4: Save and verify the result
Choose Save expense to submit the entry, or Save & add another to submit it and open a fresh form for the next expense. Read the result, find the saved row and verify its date, amount, category, property and receipt. Check the list filters if the row is not visible.
Step 5: Resolve a validation or access message
Correct errors beside the required fields and review the form again. If Save expense is unavailable, read the account-setup or access message. Use Cancel to close a form you do not want to submit. Contact support if the result remains unclear after checking existing records.
Find, review and correct an expense
Use Property, Accounts, Description, Amount and Date range above the expense list to find an entry. Accounts supports multiple selections. If Reset filters appears after filtering, use it to clear the filters, then check any retained account context.
Where Edit is available, open it, review the fields in Edit expense and choose Save expense after making the intended correction. Some accounting entries offer Reverse posting instead. Follow the action and explanation on that record; not every expense supports the same edits.
The row More menu may offer Attach receipt or Replace receipt. Its receipt dialog changes the attachment without creating another expense. Read attachment errors separately from the expense result.
Void is a separate action for eligible rows. Review its confirmation before proceeding. Voiding keeps the record and removes it from totals; it is not the same as permanently deleting the source record. Do not void or reverse an entry merely because a filter hides it.
Export the current expense list
Check the list filters, choose Export, then select Format in Export expenses. Choose Excel spreadsheet, CSV spreadsheet, or Excel and available attachments (ZIP). Choose Download.
Open the downloaded file and check its scope and contents. A ZIP includes available attachments; retain the original receipts and check any missing files. If no file arrives, check browser downloads and any error message.
Choose the category and property deliberately
Account classifies the expense in your books. A category label does not decide tax eligibility. Review uncertain categories or whether a purchase belongs in fixed assets with your bookkeeper or tax preparer; use the related fixed-asset guide for the Rentari workflow.
Keep a portfolio-wide cost under Whole portfolio only when that is the intended assignment. For an invoice shared among rentals, use the actual allocations in a transaction split instead of recording the full invoice under every property.
Before manually recording a subscription, lease-service or screening cost, check existing entries and imports for that charge. Confirm the actual category and property scope rather than assuming automatic creation or matching.
Check the result
- The saved expense can be found and checked against its amount, date, category, payment account and intended property scope.
- The receipt result is checked separately, so an attachment problem does not cause a duplicate expense.
FAQs
The expense saved but the receipt failed. Should I add the expense again?
No. Find the saved row and use Attach receipt or Replace receipt when offered. Read the attachment result separately and keep the original file until you can verify the saved receipt.
Why can I not save the expense?
Review the required fields and the account-setup or access message. The current form requires Amount, Date, Description, Account and Paid from. Correct the indicated issue; if the result is unconfirmed, follow Retry same entry instead of starting a duplicate.
Should I create the same shared expense under every property?
No. That duplicates the total. Use the intended portfolio assignment or a single transaction split whose allocations add up to the actual invoice.