Property expenses report

To access the Property expenses report, open the Reports page from the left-side menu. Here you can find the respective card in the Rental / Financial / Calculators section (if the “swimlane by type” is enabled) and will be able to mark a report as a favorite to move it to the top of the section.

The Property expenses report shows all paid property-related expenses, including management fees. The report is often used to keep track of all expense transactions related to a property and helps when sharing a detailed property expense statement with an owner.

Please note! The report is not shared with the owner by default. To enable sharing, the property manager needs to change the configuration in the owner's profile.

This might be useful:
How do I set which reports an owner can view?

Filters:

When viewing the Property expenses report, you can adjust the following criteria:

• Date 
  You can adjust your own “custom range” by choosing a start and end date to generate the report, or you can use the pre-set date range options, which are all, last month, last 90 days, this year, last quarter, last year, and year to date.
• Property & Units
  You can filter the report by property or select multiple properties at once. If you select a multi-unit type, a field for a unit number will appear, and you can select the unit.
• Owner
  Choose the needed owner contact (or a few) if you’d like to see the data of the properties related to these contacts only.
• Category & sub-category
  You can filter by the main category only or by the main and sub-category or multi-subcategories. Leave the sub-category empty if you want to filter by the main category only.
• Accounting type
  You can view/generate the report based on how you do your accounting. Cash type is selected by default, but you can switch to Accrual type to see transactions sorted by due date.
• Group
  Additionally, you can group by unit, payer/payee, and category. This option groups all transactions of a unit by payer/payee or category, and shows the totals of paid transactions

Columns 

You can personalize your report by selecting the columns you want to include. To do this, please click on the “Columns” button in the upper right corner. Here you can check the boxes next to the columns you want to be included in the report. You can also change the order of the columns with the drag & drop option. Press the “Save” button to save the changes.

Please note!
At least 3 columns need to be selected to generate the report. 

Preview the report

Once you open the report, you will see the preview of the report right away. You can adjust the information you want to be included and then download the report. A horizontal scroll appears when the information exceeds the width of the screen, allowing one to navigate and view all content.

If the report contains many rows, you will see the “Load more” button to click to view more. You can then use the “Back to top” arrow button to return to the top of the page.

If you're using a mouse, hold SHIFT and use the scroll wheel to scroll horizontally, or simply press and hold the mouse wheel to scroll.

What categories does this report include?
This report includes property expense transactions, management fees, and owner distributions transactions.

Included statuses:
-paid
-partially paid
-pending

Please note!

If you are using Property Management Mode, the Management Fee category *  is considered an expense for property manager and owner. 

Not included categories:
-Liability
-Owner Contributions
-Tenant Charges & Fees
-General Income
-Property Income
-General Expense

Not included statuses:
-unpaid
-failed
-canceled
-void
-waived                    

Transactions of all lease statuses (active, past, ended, future, signature/insurance pending) except leases in draft status will be included in the Property expenses report.
 

Downloading the report

Click the "Download report" button at the top right corner to generate the Property expense report. The report is generated into one file, and you can download it as an Excel or PDF file. The "Download report" buttons will be inactive if there is no information on the chosen criteria or if you have no properties added.
 

Please note!
If the file is very large, it will be compressed into a zip file, which you will need to unzip.

Report Example: 

Last updated:
Apr. 1, 2025