Billing & invoices
Expenses and how costs are shared
Set up expense types with a sharing method, then enter each period's costs.
ManagersUpdated
An expense type says how a cost is shared. An expense is the amount for one period. Set the types up once; enter expenses every month.
Expense types
Go to Billing › Expense types and press New type. Give it a unique Code (for example CLN), a Name, and choose How is it shared?
| Method | How each unit's share is calculated |
|---|---|
| By floor area | Cost ÷ total m² × the unit's m². |
| Equally per unit | Cost ÷ number of units. |
| By meter usage | Split by each unit's usage on the meter type you pick. Those meters are then not billed separately. |
| By ownership share | In proportion to each unit's ownership share. |
| Custom | Not split automatically. Bill it to units yourself with adjustments. |
- Switch on Reserve fund for long-term savings. Amounts billed are added to each unit's reserve balance when invoices are issued.
- Types can't be deleted. Switch Active off to hide one from new expenses.
- Splits always add up to the cent; rounding remainders are spread so the total matches exactly.
Enter an expense
Have the supplier's invoice as a PDF or photo? Press Upload invoices and let AI fill in the form for you to check. See Read supplier invoices with AI. Otherwise:
- Step 1: Open the period and go to 3. Expenses, then press Add by hand.
- Step 2: Pick the Supplier (optional; its default expense type is filled in for you), the Expense type and the Amount.
- Step 3: Under Shared by, choose Whole organization or one building only. A building expense is shared only among that building's units.
- Step 4: Optionally add the Supplier invoice no., Invoice date, a Note and Attach invoice file, then press Add expense.
While the period is open or in review you can edit an expense with the pencil icon, or delete it. Changing the amount of a large expense sends it back for board approval.
Was this helpful?
Your answer stays on this device.