Record an expense
Every cost you record posts to the ledger the moment you save it - which is exactly why the P&L and break-even can be trusted. A cost that isn’t in the book isn’t in your numbers.
Record it
Section titled “Record it”-
Click “Record expense.” Pick the category - it decides which account class the cost posts to and whether it counts as fixed or variable (see Manage expense categories).
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Say which account paid (“Paid from”) - or tick “This bill has not been paid yet” and give a due date instead. The cost then lands in the month it was incurred right away, and the payment is recorded later from the Bills to pay panel.
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Attribute it to a unit (optional). Pick a property, and optionally a listing under it. Left empty, the cost belongs to the whole business. On a managed property you can also tick “Bill this to the property owner” - the cost then comes off what the owner is owed instead of your P&L, and the toast reports which routing actually applied.
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Enter the amount and date, plus vendor and memo if useful, and click Record expense (or Record bill).
Attach the receipt
Section titled “Attach the receipt”Open any expense row (or its View receipts action) and click Attach a receipt - JPG, PNG, WebP, AVIF or PDF, up to 25 MB. Receipts live on the expense, viewable by anyone who can read the book.
Pay a bill later
Section titled “Pay a bill later”The Bills to pay panel lists every recorded-but-unpaid bill with what’s outstanding and overdue. Mark paid moves the money and clears the payable - the cost was already expensed when the bill arrived, so nothing changes on the P&L. A wrong bill is voided with a required reason; both entries stay on the books.