Entering Expense Invoices

  • Updated

This article provides an easy-to-follow guide on recording property expenses in Re-Leased using various methods, including directly within Re-Leased or via an Accounting Integration. The correct processing of expense invoices ensures that your property's financial records are accurate, supplying important information for expense tracking and owner statements.


Quick Access to Create a New Expense Invoice

To get started:

  • Utilize the Contextual Menu [...] from the main navigation bar and select New Expense Invoice.
  • Access Income and Expenses from the dashboard, then use the New Expense Invoice option from the dropdown.

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If you are using a Connected Accounting platform, ensure that tracking categories are correctly configured so that bills paid are synchronized with Re-Leased as property expense invoices. Keep in mind that attachments from Xero will not sync due to API limitations.


Inputting Expense Invoice Details

When creating a new expense invoice:

  1. Specify the Property, any Related Tenancy, and decide if the expense will be on-charged to the tenant.
  2. Select the recipient under 'From', input the Issue Date and Due Date. If Service Date is active in company settings, it will appear on the invoice and define the budget period allocation. If omitted, the invoice defaults to the Due Date as its determinant.
  3. Set amounts to be tax inclusive or exclusive. This preference can be defaulted under the Invoicing section of your company settings.
  4. Enter the Description (which will appear on the owner's statement for trust accounting clients), the relevant amount, chart of account code, and tax type.
  5. You can select additional options, such as holding the expense invoice until the tenant pays the income invoice, or attaching a copy of the expense invoice to the tenant's income invoice.
  6. Attach any relevant documents directly. For Trust Account users, a copy of the expense invoice will be included with the owner's statement.

After selecting the related property, any associated account notes will be displayed if this feature is enabled. For guidance on how to enable this feature, see the linked article below.

Processing Bulk Expense Invoices

To process multiple expense invoices efficiently, follow these instructions:

  1. Click on the Quick Links [+] menu at the top of your screen.
  2. Select Process Bulk Expenses.

Before you start, ensure all invoice files are prepared for upload. Accepted file types are .gif, .jpeg, .jpg, .png, and .pdf.

To learn more about each step in detail, you may wish to view our video tutorial, which offers approximately 5 minutes of concise instruction.

Understanding how to manage expense invoices accurately within Re-Leased will help maintain organized financial records, assist with property cost tracking, and ensure transparency for owners.

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