Expense Tracking
Record every rupee spent on maintenance, utilities, salaries, and supplies — with categories, proofs, and monthly reports.
Why Expense Tracking Matters
Owners who only track rent see half the picture. Property Management Software captures operating costs so true profit per property is visible — critical when investors ask for unit economics.
Expense Categories
| Category | Examples | Typical Entry By |
|---|---|---|
| Maintenance | Plumber, AC repair, painting | Warden or owner |
| Utilities (property) | Common area EB, water tanker | Accountant Priya |
| Housekeeping supplies | Detergent, phenyl, mop | Lakshmi via staff form |
| Food / mess | Vegetables, cook salary top-up | Mess manager |
| Marketing | Justdial, Google ads | Owner |
| Staff | Non-payroll bonuses, tips | Owner |
Priya (accountant) logs ₹2,400 for plumber repair in Room 312, attaches bill photo from phone, tags Sunrise Boys PG. Mr. Sharma approves weekly batch — expense hits June P&L immediately.
Proof & Audit Trail
Photo of bill or invoice stored with amount, date, payment mode (cash/UPI/credit). Reduces disputes with partners and supports tax filing with CA.
June expenses: ₹1.1L maintenance, ₹45K groceries, ₹18K internet across three properties. Mr. Sharma sees Green Valley spending 12% more on food than Sunrise — investigates mess vendor contract.
Reports
- Monthly and yearly by category and property
- Compare expense ratio to rent collected
- Export for Google Sheets or CA
- Configure categories (defaults provided).
- Staff or accountant adds expense with amount and proof.
- Owner reviews optional approval queue.
- Reports feed into dashboard net income view.
- Year-end export supports ITR and investor updates.