Pilot: Managing expenses and owner charges (New feature)

Track and manage property-related costs and charges from one centralized integration page. You can also create rules for recurring expenses, or create a one-time expense.

Tip:

Create an owner charge by selecting yourself/PMC as the vendor when adding an expense.

Follow the steps below to manage expenses and download an expense report.

Manage expenses in the report

Step by step:

Sign in to your Guesty account.
In the top navigation bar, click the mode selector, then select Financials.
Click Expenses.
In the left-side menu, click Expenses report.

Customize your view

Filter: The default view shows expenses created in the last 30 days. Edit this by clicking and changing the date parameters. Add filters by clicking and selecting options like listing or owner.

Column display: Scroll right to see additional columns. Edit the displayed columns by clicking Columns at the top-right and toggling specific columns on or off.
Column data: Click column headers to sort the data. The "Created by" column displays the user name for one-off expenses, "Automatic" for expenses created by a rule, or "API" for expenses created via API.

Understanding expense statuses

Scheduled: Created for a future date
Submitted: Created for today or a past date
Insufficient funds: Not enough money in the owner's account when the expense was submitted. Sort the display by status to find these quickly.
Paid: Journal entry is paid.
Canceled: The expense was manually canceled, the recurring rule was deactivated for existing reservations, or the related reservation was canceled.

Taking action on expenses

Cancel an expense

Important

You can't undo a cancellation. All related journal entries are deleted in Financials. You can't cancel an expense if it is paid or in a locked accounting period; in these cases, reverse the transaction instead.

To the right of the relevant expense, click and select Cancel expense.
In the pop-up, click Cancel.

Retry an expense with insufficient funds

To the right of an expense with status "Insufficient funds", click and select Retry.
In the pop-up, click Cancel.