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Financials

Record a property expense

Add a property-related cost, choose the appropriate category, record supplier and payment details and attach the supporting invoice or receipt.

Around 5 minutes Property expenses Invoices and receipts

A property expense records an actual cost connected to a property or portfolio. The information can be used in statements, performance reports and tax-period summaries, subject to the accuracy of the entries and categories.

Expense record

How property expenses work

Each expense should show what was paid, when it was paid, who supplied the service or item and which property or category it belongs to.

Boiler repair invoice

24 Oak Avenue · Maintenance expense

Paid
Amount £525.00
Expense date 31 July 2026
Supplier Oakfield Plumbing Services
Supporting record Invoice and payment reference attached
Record actual costs rather than estimates

A quotation or proposed cost is not necessarily the final expense. Record the invoice or amount paid when the transaction occurs.

Preparation

Before recording the expense

  • Confirm the expense has been incurred.
  • Check the total amount.
  • Review the invoice or receipt date.
  • Identify the supplier or payee.
  • Confirm the property or properties involved.
  • Select the most appropriate expense category.
  • Check whether tax is included where relevant.
  • Confirm whether the amount has been paid.
  • Review the payment reference.
  • Search for an existing or imported transaction to avoid duplication.
Check for imported transactions

Where the payment is already present through a CSV import, categorise and match that transaction rather than creating another manual expense.

Navigation

Open the property expense area

1

Open Financials

Select Financials from the main Estavo navigation.

2

Open Expenses or Transactions

Select the section containing recorded property costs.

3

Search existing entries

Review expenses with the same amount, date, supplier or invoice reference.

4

Select Add Expense

Open the property-expense entry form.

Property connection

Select the property

Property Select the property the cost relates to.
Tenancy Select a tenancy only where the cost is specifically connected to that tenancy.
Maintenance request Link the expense to an existing repair where relevant.
Portfolio expense Use where a cost applies to the wider portfolio rather than a single property.
Use the most specific valid connection

Link a repair cost to both the property and the relevant maintenance request where the workflow supports it.

Expense classification

Choose the expense category

Repairs and maintenance

Contractor work, call-outs, parts and maintenance services.

Insurance

Property, landlord or other relevant insurance premiums.

Professional services

Legal, accounting, survey, inventory or management services.

Service and property charges

Service charges, ground rent and other property-level costs where applicable.

Utilities and services

Utility, cleaning, gardening or communal-service costs paid by the landlord.

Other property expense

Use only where no more specific valid category applies.

Categories are organisational labels

The selected category does not determine the legal, accounting or tax treatment. Review that treatment with a qualified professional.

Transaction information

Enter the expense details

Expense title Use a clear description such as “Annual landlord insurance”.
Amount Enter the actual total expense amount.
Expense date Enter the appropriate transaction, invoice or payment date used by your process.
Invoice reference Add the supplier invoice, receipt or account reference.
Tax amount Record the applicable tax component where relevant.
Description Explain what was purchased or what service was supplied.
Use the actual total shown on the record

Do not alter an expense amount to fit a budget or report. Record the real transaction and categorise any separate credit or refund independently.

Payee information

Add supplier or contractor details

Supplier name Record the organisation or person receiving payment.
Contact name Add the main contact where useful.
Email or telephone Store relevant contact details where needed for the expense record.
Supplier reference Add an account, contract or customer reference.
Expense type Confirm the supplier’s service matches the selected category.
Internal notes Add concise operational information where useful.
Payment status

Record payment details

Payment status Unpaid, part paid, paid, refunded or disputed.
Payment date The date the expense was paid.
Amount paid Record the amount paid where it differs from the invoice total.
Payment method Bank transfer, card, cash or another recorded method.
Payment reference Add the bank or transaction reference.
Due date Add the supplier’s payment due date where useful.
Invoice status and payment status are separate

An invoice can be recorded before it is paid. Update the payment details when the actual outgoing transaction occurs.

Supporting evidence

Attach the invoice, receipt or supporting document

1

Select Add Attachment

Open the document area within the expense record.

2

Select the supporting file

Upload the invoice, receipt, statement or other relevant document.

3

Add a descriptive title

Include the supplier, document type and date.

4

Check the file

Confirm the amount, supplier and property match the expense record.

5

Save and verify

Open the attachment after saving to confirm it uploaded correctly.

Keep documents readable and complete

Upload the full invoice or receipt rather than a cropped image that omits supplier, amount or date information.

Repair connection

Link a maintenance expense

Where a cost arises from a maintenance request, connect the expense to that repair so the contractor activity, invoice and property financial record remain aligned.

  • Select the correct property.
  • Choose the related maintenance request.
  • Confirm the contractor or supplier.
  • Review the quotation and approved amount.
  • Record the final invoice amount.
  • Add payment details.
  • Attach the invoice and receipt.
  • Check that the expense does not already exist through the maintenance-cost workflow.
Avoid duplicating maintenance costs

Where completing the maintenance-cost record already created the property expense, review that entry rather than adding the same invoice again.

Portfolio costs

Handle an expense covering multiple properties

Allocate the full cost to one property

Use only where the invoice genuinely relates to one property.

Split the expense

Create clear property allocations where the cost is shared and the system supports splitting.

Record as a portfolio expense

Use a portfolio-level record where the cost is not reasonably attributable to one property.

Keep the allocation basis

Add a note explaining how the shared amount was divided.

Use a consistent allocation method

Where a cost is shared, retain a clear and consistent basis that can be reviewed alongside the original invoice.

Final review

Save and review the expense

  • Confirm the property or portfolio connection.
  • Review the expense category.
  • Check the title and description.
  • Confirm the amount and date.
  • Review the supplier details.
  • Check invoice and payment references.
  • Confirm the payment status.
  • Check the supporting document.
  • Search again for duplicate entries.
  • Select Save or Add Expense.
  • Review the updated property financial totals.
Correcting information

Edit an incorrect property expense

1

Open the expense

Find it using the property, supplier, amount, date or reference.

2

Review the supporting document

Confirm the correct amount, date, supplier and invoice reference.

3

Select Edit

Correct the property, category, amount, date, supplier or payment information.

4

Review connected records

Check the maintenance request, imported transaction and property totals.

5

Save and review reports

Confirm statements and performance figures now reflect the corrected entry.

Do not delete a genuine expense to change its category

Where the transaction occurred, correct the category or property connection rather than removing the financial history.

Reduced or returned cost

Record a refund, supplier credit or cancelled expense

A refund or supplier credit should normally remain visible alongside the original expense so the complete financial movement can be understood.

  • Retain the original expense.
  • Record the refunded or credited amount.
  • Add the date of the refund or credit.
  • Include the supplier credit-note reference.
  • Link it to the original expense where supported.
  • Attach the credit note or refund confirmation.
  • Review the adjusted property-expense total.
  • Confirm any connected payment status is updated.
Troubleshooting

Common property-expense problems

The expense appears twice

Check for a manual entry, imported transaction and maintenance-generated expense using the same amount and date.

The wrong property was selected

Edit the property connection and review the totals for both properties.

The invoice will not upload

Check the file format, size, internet connection and available document storage.

The expense is missing from a statement

Check the property, expense date, reporting period and category filters.

The total includes tax twice

Check whether the entered amount already includes tax and how the separate tax field is used.

A paid expense still shows unpaid

Add the payment date, amount, method, reference and paid status.

The maintenance cost and expense differ

Review the quotation, final invoice, additional charges and connected property-expense entry.

A refund did not reduce the total

Confirm the credit or refund is linked and recorded with the correct amount and date.

The property expense is recorded

The next guide explains how to import transactions from a CSV file, map the columns and review the imported entries before using them.

Continue to import transactions