Expenses
Expenses
Section titled “Expenses”Track every cost associated with your properties. From maintenance repairs to utility bills, log expenses, categorize them, and generate reports.
Table features
Section titled “Table features”The expenses table gives you full control over how you view and manage all expense transactions.
Filtering
Section titled “Filtering”Filter expenses using any column with advanced filter options:
| Filter type | Description |
|---|---|
| Contains | Field contains the specified text |
| Not contains | Field does NOT contain the specified text |
| Is | Field exactly matches the specified value |
| Is not | Field does NOT match the specified value |
| Is empty | Field has no value |
| Is not empty | Field has a value |
**How to filter:**Click the filter icon then click Add filter button , select your filter type, and enter the value.
Filter examples:
- Category contains “Maintenance”
- Vendor is “Jumia Services”
- Amount is greater than 5000
- Date is this month
Column customization
Section titled “Column customization”Click the View Settings button to customize your table:
| Setting | Description |
|---|---|
| Row height | Compact / Standard / Comfortable |
| Toggle columns | Show/hide any column |
Toggle columns available:
- Created at
- Category
- Vendor
- Description
- Selection
- Amount
- Expense date
- Payment method
- Status
- Action
Pin columns
Section titled “Pin columns”Pin important columns to keep them at the table:
- Click the pin icon on any column
- Pinned column stay fixed while scrolling
- Click the pin icon again to unpin
Refresh button
Section titled “Refresh button”Click the Refresh button to reload the latest expense data.
Export
Section titled “Export”Export expense data as CSV or Excel:
- Click Export button
- Select format: CSV or Excel
- Choose which columns to export (all or selected)
- Click Download
Record a new expense
Section titled “Record a new expense”Click the Record expense button to log a new expense.
Expense form
Section titled “Expense form”| Field | Required | Description |
|---|---|---|
| Category | Yes | Select from existing expense categories |
| Vendor | No | Select an existing vendor or leave blank |
| Amount | Yes | Expense amount in property currency |
| Date | Yes | Date the expense occurred |
| Description | Yes | What this expense was for |
| Payment Method | No | M-Pesa / Cash / Bank transfer / Cheque |
| Reference | No | Receipt or transaction number |
| Notes | No | Additional internal notes |
Category selection
Section titled “Category selection”Choose from existing expense categories:
| Category examples | Description |
|---|---|
| Maintenance | Repairs, general upkeep |
| Utilities | Water, electricity, gas, internet |
| Cleaning | Housekeeping, waste disposal |
| Security | Guard services, security system |
| Insurance | Property insurance premiums |
| Marketing | Advertising, listing fees |
| Legal | Legal fees, court costs |
| Property tax | Government property taxes |
| Office supplies | Administrative expenses |
| Renovation | Major improvements |
Vendor selection
Section titled “Vendor selection”If a vendor is selected, their information will be linked to this expense for reporting.
Categories management
Section titled “Categories management”Expense categories help organize your expenses for reporting and budgeting.
Categories table features
Section titled “Categories table features”The categories table has the same filtering, sorting, and export features as the main expenses table.
Toggle columns available:
- Selection
- Category name
- Description
- Total expenses
- Expense count
- Created at
- Action
- Is active
Add new category
Section titled “Add new category”Click the New category button to create an expense category.
Category form
Section titled “Category form”| Field | Required | Description |
|---|---|---|
| Category Name | Yes | e.g., Maintenance, Utilities, Repairs. A clear name for this expense category. |
| Description | No | Optional internal description for this category. |
| Parent Category | No | Organize categories into a hierarchy. Select from existing categories. |
Category hierarchy examples
Section titled “Category hierarchy examples”| Parent Category | Child Categories |
|---|---|
| Maintenance | Plumbing, Electrical, HVAC, Painting, Carpentry |
| Utilities | Water, Electricity, Gas, Internet, Trash |
| Repairs | Appliance repair, Structural repair, Roof repair |
| Professional Services | Legal, Accounting, Consulting |
Edit or delete category
Section titled “Edit or delete category”From the categories table:
| Action | Description |
|---|---|
| Edit | Update category name, description, or parent |
| Deactivate | Deactivate category (expenses will need recategorization) |
From the expense overview, available actions include:
| Action | Description |
|---|---|
| Edit expense | Update any expense field |
| Archive expense | Permanently remove expense |
Select multiple expenses using checkboxes to perform bulk operations:
| Bulk action | Description |
|---|---|
| Activate | Activates the selected expenses |
| Deactivate | Deactivates selected expenses |
| Archive | Delete multiple expenses |