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Money out: expenses and P&L4 min read

Recording an expense: one-time, monthly, yearly

Every peso that leaves the building is either a cost of one unit, a cost of one place, or a cost of everything. Recording an expense is mostly answering that one question.

By the end of this pageYou will be able to record any expense correctly scoped, set recurring bills to repeat, and attach receipts so the month-end pack builds itself.
On this pageSalariesExpenses a tenant should pay
Recording an expenseWalkthrough
Money › Expenses › NewRecord an expenseWHATMeralco · corridor and lobby lightsAMOUNT₱ 6,240CATEGORYUtilitiesDATE18 Aug 2026PAID FROMBPICHARGE TO: ○ One unit ● General (split across units) ○ One place onlyREPEATSMonthly, from 18 Aug — until stoppedSaveSavedMeralco · ₱ 6,240 · Utilities · GeneralSplit across 38 occupied units by floor area · ₱ 164.21 per unit on average · recomputed each month as occupancy changesWhat it touched• Money out this month: +₱ 6,240• Every occupied unit's P&L: its share of ₱ 6,240 under Utilities• A repeating expense for the 18th of each month (edit or stop any time)• Attach the bill: photograph it, the reader proposes the amount and dateAttach the bill
  1. Open Money › Expenses › New. Or photograph the bill first from your phone — the reader proposes the fields and you correct them.
  2. What, amount, category, date, paid from. "Paid from" is one of your accounts — bank, GCash, petty cash — so the cash position is right. Categories are six; here is why.
  3. Scope. One unit: a repair in 2E, a replacement aircon for 4A. General: the corridor lights, the guard's salary, the water for the building — split across units by the rule you set once. One place: in a workspace with several places, a general cost that belongs to Sunset Villas and not Harbour Ridge.
  4. Repeat if it recurs: monthly for the electricity, yearly for insurance and the fire permit. The platform raises the expense on the day; you edit the amount when the bill differs. Set an end date, or leave it until stopped.
  5. Attach the bill. A photo or PDF, filed with the expense and included in the month-end pack for your accountant.

Salaries

If you run payroll in the platform, salaries become expenses automatically when a pay run is posted — scoped as general (a guard, a cleaner for the building) or to a place. If you do not, record them as repeating general expenses under People.

Expenses a tenant should pay

A repair caused by the tenant is still your expense — you paid the plumber. Record it against the unit, then bill it on the tenant's next invoice or hold it against the deposit. The expense and the recovery both appear in the unit's P&L, and the net is what it cost you.

Petty cash. Small cash spending — a lightbulb, a tricycle fare — comes out of the petty cash float and is recorded the same way with "Paid from: Petty cash". The float's balance updates and reconciles at month-end.

Related

Money out · 3 minExpense categoriesRead the article →Money out · 4 minSplitting general expensesRead the article →Money out · 4 minProfit & loss per unitRead the article →
Receipts: photograph, extract, fileContractors on a ticket: assigning outside trades and tracking cost
Expense categories  →

Describes the platform as it is today. Something out of date? Tell us. · help 0.12.3