Expense Configuration
How to configure expense types for your property: consumption types, counters, calculation periods, providers
Electricity, water, gas, heating, internet, maintenance — charges generated from configured expense types or added as one-time costs.
Rent charges generated automatically from the active contract — amount, period, and currency are taken from contract settings.
Ad-hoc charges for irregular expenses (repairs, purchases, services) without setting up a recurring expense type.
What is expense configuration?
Property expenses are a declaration of all costs associated with a property: what needs to be paid and how each payment is calculated. This is the configuration template, not actual charges or payments. Expenses belong to the property itself, regardless of whether it is currently rented or vacant.
Consumption types
Fixed
A known, fixed amount per billing period. The price does not depend on consumption or meter readings. You specify the exact amount when configuring the expense.
By counters
The amount is calculated based on meter readings: consumption (current minus previous reading) multiplied by the unit price. The expense must be linked to one or more counters.
By fact (as incurred)
The monthly amount is unknown in advance and depends on the actual invoice from the service provider. You enter the real amount each billing period after receiving the bill.
Connection to counters
Counter-based expenses are linked to specific meters installed at the property. When a charge is created, the system takes the current and previous counter readings, calculates the consumption difference, and multiplies it by the configured unit price. One expense can be linked to multiple counters (e.g., two water meters in different bathrooms).
Multi-zone tariffs
Counters support different tariff structures depending on the meter type. A single-zone counter has one price per unit. A two-zone counter (day/night) has separate prices for daytime and nighttime consumption. A three-zone counter (peak/half-peak/night) has three different rates. Each zone has its own price, and the system calculates the charge for each zone separately.
| Tariff type | Zones | Example |
|---|---|---|
| Single-zone | One price per unit | Water, gas |
| Two-zone | Day / Night | Electricity (day/night meter) |
| Three-zone | Peak / Half-peak / Night | Electricity (three-zone meter) |
Calculation periods
Each expense has a calculation period that determines how often charges are created. The system can automatically generate charges according to the chosen schedule.
Charge timing settings
- Charge day — Day of the month (1-28) when the charge is created. Default: 15.
- Payment days — Number of days given to the tenant to make the payment after the charge is created. Default: 3.
- Reminder days — Number of days before the payment deadline when a reminder notification is sent. Default: 3.
Multi-currency
Each expense can use its own currency. For example, one property may have rent in USD, electricity in the local currency (UAH), and internet in EUR. The currency is set when configuring the expense and applies to all charges generated from it.
Service Provider Sources
Each expense can be linked to a service provider — the party who receives the payment. The system supports four types of providers:
1. Service Provider
Companies from the global directory (utility companies, management companies, internet providers, etc.). Search by name or tax number.
2. Personal Directory
Your personal directory of contractors with full contact and banking details (name, tax number, IBAN, address, etc.).
3. System User
Existing system users who can receive payments (maintenance workers, property managers, etc.). Link by email address.
4. Invited Partner
Partners invited by email who are not yet registered in the system. Automatic email invitation is sent.
For detailed information about provider management, API endpoints, and validation rules: See detailed documentation →
Document Attachments
Each expense configuration can have documents attached to it — contracts, agreements, tariff schedules, certificates, and other files that remain relevant across all billing periods.
What to attach
- Service contracts with utility providers (electricity, gas, water companies)
- Maintenance agreements with contractors (heating, HVAC, elevator service)
- Tariff schedules and pricing agreements
- Equipment installation certificates and technical documentation
These documents differ from charge documents (invoices and receipts), which are attached to individual billing periods. Expense documents remain accessible for the entire lifetime of the expense configuration.
Why accurate configuration matters
Expense configuration is the foundation for all financial operations in the system. Accurately declared expenses lead to correct rental contracts, precise charge calculations, timely payment reminders, and transparent financial reports. When a tenant signs a contract, they see exactly what costs are associated with the property and how each one is calculated. This transparency prevents disputes and builds trust between landlords and tenants.
What this section does NOT cover
This page describes expense configuration only — the declaration of what costs exist and how they are calculated. The following topics are covered in separate sections:
- Utility Expense Charges — actual charge creation, calculation, statuses
- Payments — payment processing and tracking
- Receipts — document generation and history
Related sections
Swagger / OpenAPI
Full API documentation is available in Swagger UI: /api/v1/doc