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Record an Expense

Financials > Expenses is where staff record money the organization has paid out — the counterpart to Manual GL Entries for outgoing payments that aren't tied to a vendor bill workflow, for example writing a check to a landscaper. It lives under the Financials section of the left-hand navigation, alongside Manual GL Entries, Budgets, and Reports.

When would I use this?
  • Paying a landscaping or snow removal contractor after work is completed.
  • Recording an insurance premium payment.
  • Logging a reimbursement or a one-off vendor payment that doesn't come with a formal bill in the system.
Steps
  1. Go to Financials > Expenses and click + Create Expense.
  2. Fill in Payee Name (required — free text, who was paid), Date Paid (required), and Amount Paid (required).
  3. Choose the Expense Type that best matches what was purchased — a dropdown of expense accounts only (options include Administrative - General, Administrative - Professional Fees, Administrative - Management Fees, Insurance, Grounds Maintenance, Snow Removal, Utilities - Common Areas, Repairs & Maintenance, Pool Maintenance, Reserve Contribution, Bad Debt Expense, Bank Fees).
  4. Choose the Liability Account and Asset/Cash Account this expense affects:
    • Liability Account — which liability the expense is recorded against, for example Accounts Payable, Deferred Revenue, Accrued Expenses, Security Deposits Held, or Sales Tax Payable. Think of this as "what kind of obligation is this?"
    • Asset/Cash Account — which cash account the money actually came out of: Operating Cash, Reserve Cash, or Petty Cash. Think of this as "which bank account did the money leave from?"
  5. Optionally add a Check/Reference # (for example, a check number) and Notes, then click Submit.
After submitting

A confirmation reads "Payment entry has been created successfully." with Leave and Create Another buttons — Create Another re-opens a blank form immediately, useful when entering several expenses from the same batch of bills.

Important: expenses can't be edited after submitting

Once an expense is submitted, its row's Actions menu currently offers only View, and that option is disabled with the tooltip "Expense detail coming soon" — there is no way to open, edit, or delete an already-submitted expense from this screen. Double-check every field carefully before clicking Submit, since it cannot be corrected here afterward.