Record an expense for a property

Record a cost here when it must belong to a property—for example, a repair, supplier job, or replacement item. This record does not by itself prove that the supplier was paid, an invoice was issued to the owner, or the amount was included in a payout.

A bill received by the agency and a cost allocated to a property are separate records. Use Bills to retain and review the supplier document; use PMS > Property Expenses to allocate the cost to a property.

This task is for an agency administrator or Manager. The default Manager role can create, read, edit, and delete property expenses and is authorized over them by default. Even so, a Manager should work only within the portfolio and financial procedure assigned by the agency. A property owner can read authorized expenses for their properties, but the default owner role cannot create or correct them.

Prerequisites#

• You are in the correct team and Property Expenses appears under PMS.
• The property belongs to that team and has at least one short-term rental operation.
• You have the create property expense and read property expense permissions.
• You have an approved source for the property, date, amount, and purpose.
• You know whether the cost will be allocated to the owner and in which period, but it has not already been added to another payout.

If one cost must be split across several properties, follow Distribute a shared property expense. Do not manually create the full amount against every property.

The list currently displays a Data Inaccuracy Warning referring to information before November 1, 2025 and a previous platform. It is a legacy migration notice, not a requirement for recording a new expense. If your agency was not migrated from that system, do not follow the external link; continue with your approved accounting source and report the notice to support.

Create the expense#

The image in this section reproduces the current form with fictional data. Its mobile version stacks the same four fields; none of the images saves information.

1. Open PMS > Property Expenses.
2. Select Create.
3. Search for and select the property. Each option shows the name of its first short-term rental operation followed by the property name; the record is saved against the property, not against a separately selected operation.
4. Review the date. The form proposes today, so change it when the cost belongs to a different date.
5. Enter the total amount in euros as a positive number.
6. Write a description that identifies the expense without opening another system: supplier or purpose, work performed, and a non-sensitive reference.
7. Recheck team, property, date, and amount, then select Create once.

If a property has several operations, the selector displays only the first as a reference. Confirm the property by name and review its record before saving if the label could be ambiguous.

Confirm the result#

After the record is created, Holidario opens its details. The image shows that real screen with a fictional example that has no related invoice or owner payout; it does not represent a save performed from the documentation.

Check before continuing:

• ID, property, and date;
• description and total amount;
• Payout Status: Not Paid by Owner when no payout exists yet;
• an empty Invoices tab when no invoice has been generated;
• that the expense appears exactly once when you return to the list.

The detail can show property and invoice tabs according to your permissions. A property owner should only be able to read the expense when authorized over its related property; verify that through the owner's own account, not by changing your administrative profile.

Related invoice and payout#

Creating the expense marks its information for invoice generation, but it does not confirm that an invoice exists or that VeriFactu has processed it. Generation is a separate action that can run in a queued batch. Do not create the expense again merely because Invoices is empty.

When it should be deducted, include it exactly once through the authorized payout workflow and review how to interpret the result. A detail linked to a payout shows Paid by Owner and lets an authorized user open it; do not select that expense again.

Validation and recovery#

The image in this section shows the current response when Total Amount contains text: the server requires property, date, amount, and description, requires a numeric amount, and accepts only a property option available to the active team.

The current server rules do not enforce a positive minimum for the amount or validate the date with a date rule. Therefore, the absence of an error is not accounting approval: choose the date through its control, use an amount above zero, and verify both values on the saved detail.

• A required field is missing: complete it and correct only the highlighted fields before submitting again.
• The amount must be a number: remove symbols and text; enter only the positive numeric value from the approved source.
• The property is missing: confirm the team, access, and that the property has a short-term rental operation. Do not choose a different property as a substitute.
• Submission appears not to finish: do not click again. Open the list in another tab and search by date or description; retry only after confirming that no record was created.
• It appears twice: do not generate invoices or payouts. Retain both IDs and hand the correction to an authorized person.
• The amount, date, or property is wrong: edit the expense before generating an invoice or including it in a payout, then review the detail again.
• Editing is locked: a related invoice is pending VeriFactu processing. Wait until it finishes and check again; do not create a replacement expense.
• Delete or restore is locked: related invoices are in states that are incompatible with that action. Do not force another operation; retain the expense and invoice IDs and ask for help.
• You see an expense from another portfolio: stop viewing it and report the team, ID, time, and screen to the administrator and support without copying amounts or documents.

For a credit, refund, or correction, agree on the agency's accounting procedure first. Do not use zero or a negative amount as a shortcut even though the current form may technically accept it.

Next step#

Review the related invoice when it exists and, when appropriate, include the expense exactly once in the owner's payout. If you only need to archive the supplier document, finish its review under Bills without treating the two records as interchangeable.