Approving a Budget by Lease/Tenancy

  • Updated

The term "Budget" varies depending on the region. For our Asia-Pacific customers, it's often referred to "Budgeted Outgoings." European users will see it labelled as "Service Charge," while those in North America will find it listed as "Operating Expenses." The terminology used in the app adjusts based on your location. For additional clarity on regional vocabulary, please see our Glossary of Regional Terminology.

This guide is designed to walk you through the process of approving a budget by tenancy. Whether you need to consolidate budget allocations into a single charge or itemize them per allocation, this article provides insights into the customization options available to tailor how budget allocations are charged to tenants. By the end of this article, you should feel equipped to approve tenancy budgets with confidence, ensuring clarity and precision in the invoicing to tenants.

Starting the Approval Process

Once you have created a budget, the next key step is to approve it. You can initiate the approval process by clicking the Approve button. Approval settings may be configured for all Tenants at once or individually per Tenant, depending on your preferences.


Allocation Type and Details

Begin by selecting one of the following allocation types for your budget:

  • Single Line-Item Allocation: This method combines all allocations into a single charge, presenting the budget as one total amount on the tenant’s invoice.
  • Multiple Line-Item Allocation: This option separates each allocation as its own line item, allowing for varying settings on individual allocations. Note: Tenancies with a cap or collar limitation will default to single line-item allocation regardless of the chosen type.

Configuring the Templates

Follow these steps to set up the outgoings against the rent/outgoings templates:

  1. Choose whether to include or exclude tenancies without an allocation from the budget view. This is managed with a simple on/off switch within the budget approval settings.
  2. Select the default Chart of Account. The Tax Type will automatically default to the one associated with the selected Chart of Account, but can be adjusted if necessary.
  3. The Description will populate based on the allocation type chosen.
  4. Decide whether to Add or Replace Line Items on the template.
  5. Select the relevant Template against each Tenancy. This will auto-populate the Amount and Start Date once selected.
  6. Select Save All and Approve to approve the budget, save all tenant allocations, and update the templates accordingly.
  7. Alternatively, Skip and Approve will approve the budget without making template changes.


Utilizing these options allows for flexibility and control over budget approvals in a way that is tailored and communicative to both management and tenants.

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