Overview
Creating an Expense is the one-step process for recording association expenses.
The Steps
Create a one-time expense
To create an expense, click on the + Create New button in the upper left corner. Then click Expense under the Other Transactions section.
On the New Expense window, complete the relevant fields as follows:
Select Payee: Select the Owner or Vendor you are paying.
Reference: Use the default unique reference number, or enter your own.
One Time Expense: Make sure this is selected unless you actually do 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.
(The Check payment method allows for entering an optional check number and the ability to print the check later.)
If you select the ePay option, you’ll be able to send a payment electronically if you already have your Checkbook.io account set up for sending payments.
Category: Select the appropriate expense account for accounting and reporting purposes.
Association: Choose the association incurring the expense.
Description: Add an optional memo for the expense.
Amount: Enter the amount of the expense.
Add multiple expense lines by clicking on the + Add Line Item. You can remove line items by clicking on the trash can icon on the right side of each line item. The Property field will be filled in automatically for each new line item based on the initial property input.
Add any additional information in the Add memo section, or relevant files by using the Click here link.
Click Save when complete. (Or choose Save & New if you'd like to create more expenses.)
Create recurring expenses
To create a recurring expense, click the + Create New button in the upper left corner. Then click Expense under the Other Transactions.
On the New Expense window, complete the relevant fields as follows:
Select Payee: Select the Owner or Vendor you are paying.
Reference: Use the default unique reference number, or enter your own.
Recurring Expence: Make sure this option is selected.
Start Date: Select the first date you want the recurring expense to start.
End Date: Select the date you want the recurring expense to stop. Use the Repeat forever toggle if you want the bill to never stop. You can edit this later.
Frequency: Select how often you want DoorLoop to create the bill.
Pay From Account: Choose the bank account paying the expense.
Payment Method: Choose the payment method.
The Check option allows you to print the checks from DoorLoop to send to the vendor or vendors. Toggle off Print Later if you don’t want to print the checks from DoorLoop. This allows you to enter an optional check number for the check you actually send.
If you select the ePay option, you’ll be able to send a payment electronically if you already have your Checkbook.io account set up for sending payments. (Pro and Premium plans only)
Category: Select the appropriate expense account for accounting and reporting purposes.
Association: Choose the association incurring the expense.
Memo: Add an optional memo for the expense.
Amount: Enter the amount of the expense.
Add multiple expense lines by clicking on the + Add Line Item. You can remove line items by clicking on the trash can icon on the right side of each line item. The Property field will be filled in automatically for each new line item based on the initial property input.
Add any additional information in the Add memo section, or relevant files by using the Click here link.
Click Save when complete. (Or choose Save & New if you'd like to create more expenses.)
Pay the expense via ePay using Checkbook.io
This step in the process is only necessary if you chose ePay as the payment method for the expense. If you also have Checkbook.io active, you’ll be able to send an outgoing payment to pay the bill electronically through DoorLoop. Learn more about Checkbook.io.
To send your electronic payment, click Accounting on the main menu and then click Send Payments.
Once on the Send Payments page, you should see an entry payment you created in the previous steps. Look at the Actions column and click on the link labeled Add Info. (You'll see this if you've never sent the recipient an electronic payment before. Otherwise, click Send.)
Here, you’ll need to toggle on the "enable send payments for this (person)" you are sending the payment to.
Scroll down to the Email Settings portion and enter the recipient's Billing Email. This is where the eCheck will be sent.
(optional) You can also enable Ask the payee for a PIN before accepting this payment. If you enable this, you’ll need to provide a PIN Code and a Hint that will give the payee an idea of what the PIN is.
Click Save.
Under the Actions column, you should now see a Send link. Click it.
On the Payment popup, check to make sure all the information looks correct, and then click Confirm to send the payment.
That’s it. The recipient will receive an email with the payment, and they can choose to receive it electronically through ACH or print out a check and deposit it themselves.