Allocate expense invoice and credit note line items to budget schedules at 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. Allocate during processing, edit after the fact, see allocations inline when approving, and review every change in a full audit log.
Note: This feature is currently in beta.
To enable it, login to Re-Leased and click the [?] in the top right, select Settings > Available Betas.
Features and workflows may change as we continue to develop them. If you experience any issues or have feedback, contact our support team.
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. 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.
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.
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.
For each card, 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.
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.
Click Complete & Submit to save the allocations and return to the invoice.
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.
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. 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.
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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.
For Asia-Pacific customers, Budgeted Outgoings allocations work the same way. For UK customers, Budget Schedule Allocation applies to Service Charge budget schedules. For more information on regional terminology, see our Glossary of Regional Terminology.