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 Create New at the top of the main menu. Under the Transactions section, click Expense.
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.
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.
Add any relevant files by dragging or using the Click here link.
(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.
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.
Create recurring expenses
To create a recurring expense, click Create New at the top of the main menu. Then under the Transactions section, click Expense.
On the New Expense window, select Recurring Expense, then fill in the recurrence-specific fields:
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.
Frequency — Select how often you want DoorLoop to create the expense.
Repeat Forever — Use this toggle if you want the expense to never stop. You can edit this later.
Complete the remaining fields (Select Payee, Pay From Account, Payment Method, Category, Property, Memo, Amount) the same way as creating a one-time expense.
Click Save to finish.
The recurring expense is now scheduled and will post automatically according to the frequency you set.