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Record bills and expenses

Add the money going out for each property, attach receipts, and set up bills that repeat on their own.

2 min read

Expenses are the money going out for a property. They feed the profit and loss (P&L) and the owner statements, so record bills here as you pay them.

Add an expense

  1. Go to Accounting → Bills & expenses.
  2. If you have more than one property, pick the property at the top. Use the arrows to move between months.
  3. Under Add an expense, fill in Paid to, Amount, Category and Date paid.
  4. Pick a Unit (optional) if the bill was for one unit, or leave it as Whole property.
  5. Add a Note (optional) such as a check number, and attach a receipt photo or PDF if you have one.
  6. Click Add expense.

Categories match the lines on Schedule E (the IRS form for rental income). Capital improvements and Mortgage principal are counted separately from operating expenses, so the top of the page shows both totals for the month and the year.

Tip: Repair costs on work orders show up here on their own. You don't need to enter them twice.

Set up a repeating bill

  1. On the Expenses page, click Repeating bills.
  2. Under Add a repeating bill, enter Paid to, Amount each time, Category and How often (Every month, Every 2 months, Every 3 months (quarterly), Every 6 months or Once a year).
  3. Pick the First due date. It repeats on that day of the month (1st–28th).
  4. Click Add repeating bill. PropFlow adds it to Expenses on each due date.

Use Pause or Resume to stop and start a repeating bill. Remove deletes the rule but keeps the expenses it already added.

Questions

How do I fix or delete an expense?

Click it in the list to open it, change what you need and click Save changes, or use Delete. Changing a bill posted by a repeating bill changes only that month.

Why can't I edit a management fee expense?

Fees posted when you closed the month can only be changed by reopening that month on Accounting → Close the month and closing it again. See Close the month.

Who can add expenses?

The owner and managers. Accountants can view them.

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