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Create an Expense

Create an expense in DoorLoop to record money already paid for property costs like repairs, utilities, or landscaping.

Written by Samuel

Overview

An expense is any money you spend on your properties — whether it's fixing a leaky faucet, landscaping, paying utilities, or handling other day-to-day costs that keep your properties running smoothly.

DoorLoop lets you record these expenses in just a few clicks, so you can track all your property costs in one place.

Note: You would only create expenses if you've already paid your vendors. An expense accomplishes the same accounting end result as a bill and bill payment, but in one step rather than two. Otherwise, create a bill first, and then when you pay it, create a bill payment.

AI Assistant (Paid Add-on): DoorLoop's AI Assistant can automate repetitive bookkeeping tasks. One of its features, QuickBill, helps streamline expense creation from uploaded invoices and receipts. See AI Assistant for Bills and Expense Processing for more information.

Walkthrough Video

Create an Expense Walkthrough Video Link.


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The Steps

  1. To create an expense, click Create New at the top of the main menu. Under the Transactions section, click Expense.

  2. On the New Expense window, complete the required fields as follows:

    • Select Payee — Select the Tenant, Owner, or Vendor you're paying. You can also create new tenants, owners, or vendors if they aren't on your lists.

    • Reference — Use the default unique reference number, or enter your own.

    • One Time Expense — Make sure this is selected unless you actually want to create a recurring expense for the same amount.

    • Expense Date — Select the payment date of the expense.

    • Pay From Account — Choose the bank account paying the expense.

    • Payment Method — Choose the payment method.

      • Check — Enter a check number if you already have your own checks sent outside of DoorLoop. Otherwise, select "Add to Print Queue" if you plan on printing the check in DoorLoop. See Print a Check for more information.

      • ePay — Choose this to send a payment electronically if you've already set up Outgoing Payments powered by Checkbook.io.

      • All other payment method choices require payment outside of DoorLoop.

    • Property — Choose the property incurring the expense.

    • Unit — (Optional) Select a unit on the property incurring the expense.

    • Category — Select the appropriate expense account for accounting and reporting purposes.

    • Description — What you enter here appears on the check vouchers you print.

    • Amount — Enter the amount of the expense.

    • Add Memo — This appears on the memo line of printed checks.

  3. Add additional expenses by clicking on Add Line Item. You can remove items by clicking on the trash can icon on the right side of each item. The Property field will be filled in automatically for each new item based on the initial property input.

  4. Add any relevant files by dragging or using the Click here link.

  5. (Optional) There's a "Drop Zone" area on the right side of the New Expense window labeled AI Expense Capture. You can drag and drop invoices and receipts here to help with expense creation. See AI Assistant for Bills and Expense Processing for more information. This is only available if you're subscribed to the AI Add-on package.

  6. Click Save when complete. (Or choose Save & New if you'd like to create more expenses.)

You've now created an expense for your property.

Note: The Payment Date is when you actually paid the expense. If you set a future date, you're telling the system that's when you'll have paid the bill. However, if you use ePay as the payment method, this doesn't delay the payment until that date — payment is determined by when you click "Send" for the outgoing payment. This is done manually, and the payment is processed to send the same day.

Next Step

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