Income and expenses

Before you start#

• At least one payment account exists. Every record must name one. See Payment accounts.
• At least one transaction type exists, because every line must be categorised. See Transaction types.
• For a tenant payment, the invoice is approved — a draft cannot receive a payment.

1. Record a receipt#

1. Open the form

   Go to Finance → Income & expenses and press (+), or record the payment directly from the invoice so the link is made for you.

2. Choose income or expense

   The choice changes which party field is required: income needs a payer, an expense needs a receiver.

3. Fill in the header

   Field	Required	Description
   Description	Yes	What this receipt is for. Appears in cash flow reports.
   Payer	No	Required for income. Who the money came from.
   Receiver	No	Required for an expense. Who the money went to.
   Payment account	Yes	The cash box or bank account the money moved through.
   Date	Yes	The date the money actually moved, not the date you are entering it.
   Building / room	No	Attributes the amount to a location for per-building reporting.
   Attachments	No	Receipt photo, transfer confirmation.
   Note	No	Free text.

4. Add at least one line

   A receipt with no lines cannot be saved. Each line needs:

   Field	Required	Description
   Amount	Yes	Must be greater than zero.
   Transaction type	Yes	The category this line is reported under.
   From date / To date	Yes	The period the amount covers. Used to allocate it across months.

5. Save

   The receipt is created. If approval is required it stays pending until approved, and until then it does not count as collected.

2. Partial payments#

Record what the tenant actually paid, not what they owed. The remainder stays as debt on that invoice and feeds Outstanding balances.

When a tenant has several unpaid invoices, payment settles the oldest first. A tenant paying every month can still carry an old balance forward — the age column in the debt report is what exposes it.

3. Approval and controls#

Recording and approving are separate permissions. Someone who can do both can record and confirm their own receipts, which removes the only check on a shortfall.

Deleting an approved receipt changes historical reports. Prefer reversing it with an offsetting record so the trail survives.

4. Recurring costs#

Costs that repeat every cycle — cleaning contracts, internet, security — can be set to repeat rather than re-entered each month. Check the first two generated records before trusting the schedule.