Allocate expense invoice and credit note line items to budget schedules the moment you process the invoice — keeping your budget actuals up to date without a separate trip to the Expense to Schedule tab on the budget. If you have a Credia Plus subscription, Credia pre-fills a likely allocation for you to accept or adjust. Allocate during processing, edit after the fact, see allocations inline when approving, and review every change in a full audit log.
How Budget Schedule Allocation Works
When an expense invoice line item uses an account that appears in more than one budget schedule, Re-Leased asks you which schedule (or schedules) the expense belongs to. The allocation determines how the line item amount contributes to your budget actuals.
Each line item card shows the line item description, account code and name, the line item total, and a status chip — Allocated, Auto-allocated, or Pending. If Credia has pre-filled a suggestion for the line item, you'll also see a Credia Suggested or Needs Attention chip until you accept or reject it — see "How Credia Suggests Schedule Allocations" below. Expand the card to see allocation controls and a summary strip with the line item total, total allocated, and remaining amount.
You can allocate in one of three ways:
Auto-allocation — if a line item's account belongs to only one budget schedule, Re-Leased allocates 100% of the line item to that schedule automatically. The card shows a green tick and Auto-allocated to {schedule}.
Single schedule — click a schedule chip (or select from the dropdown when there are more than ten schedules) to allocate 100% of the line item to that schedule.
Split across multiple schedules — click Split across multiple schedules, tick two or more schedules in the picker, and click Apply. You can then enter values as percentages or dollar amounts using the Enter as toggle, or click Distribute evenly to share the total equally across the selected schedules.
Note: Allocation is optional. You can save an invoice without allocating, then allocate later from the invoice details page or from the existing Expense to Schedule tab on the budget.
How Credia Suggests Schedule Allocations
If you have a Credia Plus subscription, Credia pre-fills a likely schedule allocation for each line item that needs one, so you have less manual allocating to do.
Credia works out its suggestion in one of two ways:
It looks at how you've allocated similar expenses before — for the same property, supplier, and account — and applies the pattern that shows up most often in your recent history.
If there isn't enough history to go on, Credia matches keywords in the line item description against your schedule and area names instead.
Each suggested line item shows a chip next to the schedule allocation: Credia Suggested (green) when Credia is confident in the match, or Needs Attention (blue) when its confidence is lower. Click the chip to see why Credia suggested it — for example, "Matched 4 of the last 5 invoices from ABC Plumbing on Queen Street Apartments".
Note: Credia suggestions are never saved automatically. You must Accept or Reject each one before you can complete the allocation. Accepting applies the pre-filled schedule (or split); rejecting clears it so you can allocate the line item manually. If you accept a suggestion and change your mind, click Undo — you can then click Restore Credia's split to bring the suggestion back.
A banner at the top of the page tells you how many suggestions are waiting for review, for example "Credia pre-filled 3 allocations — nothing is saved yet". You won't be able to click Complete & Submit until every Credia suggestion on the page has been accepted or rejected.
Note: Suggesting schedule allocations is a Credia Plus feature. If you don't have a Credia Plus subscription, allocate each line item manually using the single, split, or distribute-evenly controls described above.
Allocating Expenses That Span Multiple Budget Periods
If the invoice service dates span two or more budget periods, each period appears as its own section on the line item card. Re-Leased calculates the pro-rata amount for each period from the service date range and the period dates, then asks you to allocate each period separately.
Each period shows its date range, its percentage of the total, and its pro-rata amount. The single, split, and distribute-evenly options work the same way within each period. Credia suggestions, where available, are also generated per period.
Allocate While Processing Expense Invoices
When you process invoices through the Process Expense Invoices wizard, a Budget allocation tab appears alongside Invoice details, Link maintenance, and Attachments.
Open the Process Expense Invoices wizard and select a file.
Complete the Invoice details tab — once the property, supplier, and line items are populated, Re-Leased works out which schedules apply.
Click the Budget allocation tab. Each line item that needs allocation appears as its own card, pre-filled with a Credia suggestion if you have Credia Plus.
For each card, accept or reject any Credia suggestion, or click a schedule chip for a single-schedule allocation, or click Split across multiple schedules to divide the line item.
Process the invoice as normal. Allocations save with the invoice.
⚠️ Branding check: This screenshot may show old branding and predates Credia suggestions — replace before publishing.
Note: The Budget allocation tab only lists line items where the account appears in more than one schedule. Line items with no schedule match, or with a single matching schedule, do not require any action — single-schedule matches are auto-allocated.
Allocate When Creating a Single Expense Invoice
When you create an expense invoice from the legacy New Expense Invoice page, Re-Leased redirects you to a dedicated Budget Schedule Allocation page after you save.
Create the expense invoice from the legacy New Expense Invoice page and click Save.
The Budget Schedule Allocation page opens with an invoice summary on the left (reference, property, supplier, lease, dates, line items, totals).
Allocate each line item card on the right using the single, split, or distribute-evenly controls, or accept or reject any Credia suggestion shown.
Click Complete & Submit to save the allocations and return to the invoice. If any Credia suggestions haven't been accepted or rejected yet, review those first — Complete & Submit is blocked until you do.
⚠️ Branding check: This screenshot may show old branding and predates Credia suggestions — replace before publishing.
Note: If you don't want to allocate right now, click Skip Allocation. The invoice saves without allocations and you can allocate later from the invoice details page.
Edit Schedule Allocations on an Existing Expense Invoice
If you skipped allocation at creation time, or you need to change allocations on an invoice that's already been allocated:
Open the expense invoice from the legacy edit page.
Click Edit schedule allocations at the bottom of the page.
The Budget Schedule Allocation page opens with any existing allocations pre-populated.
Change schedules, percentages, or amounts using the same controls as the create flow.
Click Complete & Submit to save your changes.
⚠️ Branding check: This screenshot may show old branding and predates Credia suggestions — replace before publishing.
Note: All changes — additions, updates, and clears — are recorded in the audit log with the date, user, schedule, line item, and amount.
View Schedule Allocations in the Approval Workflow
When you review an expense invoice that's pending approval, schedule allocations appear inline beneath each line item row in the line items table.
Each allocation shows as a badge with the schedule name, percentage, and dollar amount — for example, Common Area 50% ($1,000.00). When an invoice spans more than one budget, allocations are grouped under the budget name.
If some line items have been allocated but others have not, the unallocated lines show a warning. Allocations are strictly read-only on the approval page. To change them, open the expense invoice from the link in the approval header.
Allocate Expense Credit Notes to Budget Schedules
Expense credit notes use the same allocation controls as expense invoices, including Credia suggestions where you have a Credia Plus subscription. When you create, view, or edit a credit note, you can allocate the credit note line items to budget schedules so the credit is reflected in your budget actuals.
Creating a credit note — after saving a new expense credit note, Re-Leased redirects you to the Budget Schedule Allocation page. Allocate each line item and click Complete & Submit.
Viewing allocations — open the credit note details page and click View schedule allocations to see allocations in read-only mode.
Editing allocations — open the credit note edit page and click Edit schedule allocations to change them.
Note: Credit note amounts are negative. The allocation controls behave the same way as for invoices, but the amounts you enter are negative values that reduce your budget actuals.
View the Allocation Audit Log
Every allocation change is captured in an audit log so you can see who allocated what, when, and to which schedule.
Open the Budget Schedule Allocation page from any invoice or credit note.
Click Audit Log in the page header.
The audit log dialog lists every allocation event in reverse chronological order, with date, action (Added, Updated, or Cleared), schedule name, line item description, amount, and the user who made the change.
Using the Expense to Schedule Tab on the Budget
The existing Expense to Schedule tab on the budget remains fully available. Use it when you prefer to:
Review and allocate a batch of unallocated expenses at reconciliation time.
Reconcile allocations across many invoices in one place.
Allocate invoices that were saved without allocations during creation.
Allocating at invoice time and using the Expense to Schedule tab are interchangeable — allocations made in either place show up in the other. Credia suggestions only appear on the Budget Schedule Allocation page, not in the Expense to Schedule tab.
Troubleshooting
Budget Allocation Tab Not Appearing
The Budget allocation tab only appears when at least one line item uses an account that is included in more than one budget schedule. If all line items use accounts that belong to a single schedule (or no schedule at all), Re-Leased handles allocation automatically — no tab appears and no action is needed. If you expect to see the tab but it is missing, check that the property has an active budget and that the relevant account codes are configured across multiple schedules.
Line Item Showing as Pending After Allocation
A line item remains in Pending status until it is either allocated to a schedule or skipped. If a card still shows Pending after you attempt an allocation, confirm that the allocation amounts across all schedules sum to the full line item total — partial allocations do not change the status to Allocated. Use the summary strip at the bottom of the card to verify the remaining unallocated amount.
Allocation Made at Invoice Time Not Visible in Expense to Schedule Tab
Allocations made during invoice processing and allocations made via the Expense to Schedule tab on the budget are synchronised — changes in either place appear in the other. If you have allocated an invoice but do not see the allocation reflected in the Expense to Schedule tab, refresh the budget page. If the allocation still does not appear after refreshing, contact support.
Why Don't I See Any Credia Suggestions?
Credia suggestions require a Credia Plus subscription. If you have Credia Plus but aren't seeing suggestions on a particular invoice, it may be because the account doesn't have enough allocation history yet — Credia needs a track record of prior allocations for a property, supplier, and account combination to suggest from, so newer accounts may see fewer or no suggestions until more invoices have been allocated. Credia can still fall back to matching keywords in the line item description against your schedule names in these cases.
Complete & Submit Is Disabled
Complete & Submit stays disabled while any Credia suggestion on the page hasn't been accepted or rejected. Check each line item card for a Credia Suggested or Needs Attention chip, and accept or reject it before submitting.
For Asia-Pacific customers, Budgeted Outgoings allocations work the same way. For UK customers, Budget Schedule Allocation applies to Service Charge budget schedules. Credia suggestions are available to Credia Plus subscribers in all regions. For more information on regional terminology, see our Glossary of Regional Terminology.