This article explains how to upload owner expenses and charges in bulk using the new expenses feature. An owner charge is a transaction billed to an owner on a specific date. The revenue from these charges is typically split between the property management company (PMC) and a vendor. An owner expense is a cost paid to a vendor that is billed to either the PMC or the owner.
Note:
If you use the standard accounting expense feature, follow the steps in Uploading owner charges and Uploading owner expenses in bulk. Read more to identify which version you use.
Complete and submit template
Follow the steps below to upload multiple expenses and charges simultaneously.
Step by step:
- Download the template.
Complete the mandatory and optional fields in the spreadsheet using the guidelines below.
Save the template as a CSV file.
- Submit a ticket for support requesting a bulk upload of expenses, and attach the completed CSV file.
Template fields guidelines
Mandatory fields
accountId: Your Guesty account ID string (such as 650beacd82655e204ca298e4)
name: The title of the expense or charge
categoryId: The unique UUID code for the expense category
chargeableAmount: The total monetary amount to charge
expenseDate: The date of the transaction formatted as YYYY-MM-DD
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shareOption: Select one of the following payout structures based on your agreement:
pmc_pays_to_vendorowner_pays_to_vendorowner_pays_to_pmcowner_pays_to_pmc_and_vendorpmc_and_owner_pay_to_vendor
Conditional madatory fields
Depending on your billing scenario, provide at least one of the following fields:
ownerId: The unique ID of the property owner
listingId: The unique ID of the property listing
Optional fields
description: Additional details about the charge or expense
vendorId: The unique ID of the associated vendor
vendorRevenueShare: The split amount when using the
owner_pays_to_pmc_and_vendoroption. Enter a percentage (like 50%) or a fixed amount (like 50)pmcPaymentShare: The split amount when using the
pmc_and_owner_pay_to_vendoroption. Enter a percentage (like 50%) or a fixed amount (like 50)externalRefId: An external reference number for tracking
isPmcAsVendor: Enter
trueif the PMC acts as the vendor, orfalseif they don'ttaxCategoryId: The unique UUID code for the tax category
taxAmount: The tax rate percentage, which must include the % symbol (like 20%)
taxName: The name of the tax, which is mandatory if you enter a taxAmount
taxDescription: Additional details about the applied tax
Setting up specific upload scenarios
Depending on how you want the transactions to appear on owner statements, complete the spreadsheet using the specific field combinations below.
Charge all owners under a specific listing
To apply an expense to all owners associated with a specific listing, enter the listingId and leave the ownerId column blank. The charges distribute automatically according to the listing ownership share.
Charge a specific owner by listing ID
To apply an expense to a specific owner for a specific listing, enter both the listingId and the relevant ownerId.
Charge a specific owner only
To make the charge or expense appear under the owner transactions section of the owner statement without listing constraints, enter the relevant ownerId and leave the listingId column blank.
Note:
If you enter both the ownerId and the listingId, the transaction appears under the property expenses section of the owner statement instead of the owner transactions section.