Expenses & Extras

The expenses and extras management allows you to enter and track any expenses or additional sources of income outside the rental activity.

This article will cover the Expenses and Extras in:

• Financial Reporting
• Owner Statements
• Reservations
• User Permissions
• Public API
• Tasks

Expenses & Extras in Financial Reporting

In Financial Reporting, you will find Expenses & Extras.

All the existing Expenses & Extras found inside existing Owner Statements will be displayed. Any other new expense will also be displayed.

Columns & Filters

By default, the system shows you the most relevant columns, but there are more fields that you can select from the gear icon.

The selection of columns and filters will be stored in the browser, so you will see the same configuration when you come back to this section. This means other Users will not see the same selected columns. Columns can be dragged & dropped and ordered.

You will be able to filter by Concept, Time Frame, Categories, Listings, Reservations, Owners, and Owner Statement as you can see in the screenshot above.

The possible actions are:

1. Add expense. Values can be negative (generally expenses) and positive (generally extras). These expenses or extras will appear in Owner Statements when a new statement is created, filters are changed there or a manual refresh is requested, and only if Date + Listing or Date + Owner match the Owner Statement

2. Attach a file

3. Edit

4. Duplicate

5. Delete

None of the actions done in this section will automatically update existing Owner Statements. However, opening an Owner Statement will invite you to do so if the system detects that a compatible expense was added or an existing one (in the Owner Statement) was edited or deleted.

Custom View

You can create and reuse Custom Views in the Expenses & Extras.

Download Report

This option will generate a CSV file. You can filter/choose the results before downloading them.

Importing Expenses & Extras

You have an option for bulk-importing expenses and extras, so you can register them in a separate spreadsheet and easily add them to our system.

Here you can find the template - It is important that:

• You respect the column names
• Fill all mandatory fields
• Use comma-separate format
• Respect the format

Expenses & Extras in Owner Statements

The Owner's Statement will automatically populate the Expenses & Extras section and affect the Owner's Statement Total based on two conditions:

1. Listing + Date: The date and the listing must be part of the Owner's Statement

2. Owner + Date: The date and the owner must be part of the Owner's Statement

For existing Owner Statements, we will keep them as they were. We will keep them as a “snapshot”, even if they are not compliant. However, when you update or refresh a statement (filters, assigned owners), we will apply Expenses & Extras that match the Owner Statement (not the ones that exist in it, if there is a difference). Moreover, each time you open an Owner Statement, the system will check if there is a discrepancy between the saved statement and the main table.

Expenses can also be added while creating Owner Statements.

• Creation is the only action that pushes data to the main table
• Edit (including attaching etc.) does not, it stays in the Owner's Statement

Sometimes you may want expenses for accounting purposes only, but don't want them to appear on the owner's statements. In these cases, it is possible to hide them and they will be excluded.

They can be recovered by clicking on “X expense(s) hidden”

Expenses & Extras in Reservations

In Reservations you can find a sub-section to reflect any related expenses:

A financial field can also be found there. It can be used to operate or show in financial reporting when needed.

Expenses & Extras in User Permissions

Expenses & Extras have their specific set of permissions. To visualize Extras & Expenses and to manage them within Owner Statements, "View" permissions should be selected. If a user has access to view Owner Statements, he/she will still see Extras & Expenses.

Public API 

We added support to the public API. Now it will be possible to:

• Retrieve the expense and all the data it contains
• Update the expense and any data that can be updated via the dashboard: concept (mandatory), category (if we don’t have that category, it will create a new one), date (mandatory), reservation, listing (listing will correspond to the one from the reservation if not provided), owner email and id, amount
• Delete any expense

Expenses & Extras in Tasks

Tasks can automatically generate expenses when completed. You have an option for auto and manual tasks to create an expense when a task is marked as “done”.

The expense will consider the task cost (applying a negative value), the task description will be the expense concept and the reservation and/or listing will also be automatically assigned. The Expense date will correspond to the date when the task was marked as done. Categories can be assigned as well.

Once the expense is generated, it is still possible to edit it if needed; but changes to the expense will not affect the task. Editing the task (for instance the cost or the description) when it has already been completed will not update previously generated expenses.