Expenses and transparency
What is in the cash box, always clear.
Every expense is recorded with its document, the operating ledger fills itself, the report downloads in one click.
What changes, and for whom
For residents
Owners see the site’s income and expense summary by category on their phone. They do not wait for the meeting to ask where the money went.
For managers
Cash and bank balances are current. A cash forecast for the coming months shows the month the balance would turn negative, ahead of time. “What if we raised dues by this much” is tried on the same screen.
For staff
Management staff enter expenses from their phone and pick the supplier from the list. Expenses above a set amount go to the manager for approval.
How it works
- Cash and bank accounts are set up. Suppliers, institutions and staff are registered as counterparties.
- Each expense is entered with category, amount, date and supplier, and its invoice is uploaded. The same invoice cannot be entered twice. Optionally, expenses above a threshold need manager approval.
- When paid, the expense goes into the operating ledger at once. Approved dues payments flow into the ledger too. A wrong entry is never deleted, it is reversed with a reason.
- The income and expense report is built by month and category and downloads as PDF or Excel. Recurring expenses get a contract, and the system reminds you when the period comes.
In the management panel
Questions
Are recurring expenses entered automatically?
No, on purpose. The contract reminds you and opens a prefilled form, and you confirm the entry.
What happens to a wrong expense?
If unpaid, it is cancelled and remains as a trace. A paid expense cannot be deleted, the payment is reversed first with a reason.
Can we keep fixed assets?
Yes. Generators, cameras, furniture are recorded with cost, custodian, warranty and location. An asset can be created from an expense in one step, without counting the cost twice.
Reconciliation?
Every week the system checks that the ledger matches the records and notifies the responsible person of any difference.