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Creating an expense and uploading a document

You can create an expense against a unit and, if required, upload a supporting document such as an invoice or receipt at the same time.

The Expense screen has been updated to make entering VAT more flexible and to allow you to attach a document without needing to leave the Expense.

Creating an expense

  1. Navigate to Owners
  2. Open the Expenses section.
  3. Select Add Expense.
  4. Enter the relevant Expense information, including:
    • Expense type
    • Description
    • Date
    • Total
    • VAT
    • Any other relevant Expense details.

Entering VAT

When entering the VAT amount, you can choose whether to calculate VAT using a percentage or enter a specific fixed amount.

By default, you can select the required VAT percentage from the VAT Percentage drop-down.

If you need to enter a specific VAT amount instead:

  1. Select Fixed Rate from the percentage drop-down.
  2. The Total (VAT) field will become available to edit.
  3. Enter the exact VAT amount shown on your invoice or receipt.

This is useful when the VAT amount does not correspond to a standard percentage calculation or when you need to record the exact VAT amount shown on the supporting document.

Uploading a document

You can now upload a supporting document as part of creating the Expense.

Once you have entered the Expense information:

  1. Tick Include Document.
  2. The document upload options will appear.
  3. Select the document you want to upload.
  4. Complete the required document information.
  5. Save the Expense.

The document will be uploaded and associated with the relevant unit, following the same process as manually adding a document against a unit.

Why use 'Include Document'?

Previously, you may have needed to create the Expense and then separately add the supporting document against the unit.

With Include Document, both actions can now be completed in one place. This can make it easier to keep invoices, receipts and other supporting documentation together with the Expense they relate to.

For example, you receive an invoice for work completed at a unit:

  • Expense: Maintenance
  • Description: Boiler service
  • Total: £120.00
  • VAT: £20.00
  • Document: Boiler service invoice.pdf

You can enter the Expense, select Fixed Rate, enter £20.00 as the VAT amount, tick Include Document, and upload the invoice before saving.

The Expense and supporting document will then be recorded against the relevant unit.