Expense System: Frequently Asked Questions

What is the number shown on an expense?

Each expense has a memorable number made from the property prefix, the letter E, the expense date, and a four-digit counter for that day. For example, ROE-081526-0001 identifies the first expense dated August 15, 2026 for a property with the prefix RO. Existing expenses received numbers based on their original expense dates.

What happens to the old short expense codes?

Old short codes still work. If someone saved, shared, or quoted an old code, URBI can still use it to find the same expense. New screens and conversations show the new expense number.

Where did Reimbursements go? It is not in the navigation anymore.

Reimbursements moved into the Expenses page as its own tab. The Reimbursements tab only appears when the property has at least one reimbursement, so if you do not see it, there are none yet. The count updates in real time as reimbursements are added.

Where did Expense Templates go?

Expense Templates moved into Property Settings > Accounting, where they now live as a card. Open that card to create, edit, and manage your templates, including any recurring schedule attached to a template.

Who can approve an expense?

The people in your Approval Chain, set up in Property Settings > Accounting. Approvers are listed in order from top to bottom, each with a limit. An expense routes through the chain until it reaches the first approver whose limit covers the amount, and everyone up to that point must approve. Expenses over the board threshold also require a board vote. See "How to Set Up the Approval Chain" for details.

Why is there an AI Review tab on some expenses but not others?

The AI Review tab only appears when HERO processed the receipt for that expense (for example, when the expense was created from an uploaded or emailed receipt). Expenses entered fully by hand will not have it.

How do I see the receipt for an expense?

Open the expense, then use the Attached pull-tab and click the receipt. It opens in a preview pane right beside the expense details, so you can read the expense and the receipt side by side.

Can HERO answer questions about our receipts?

Yes. HERO can search across your filed expense documents and receipts to answer questions about them. This is available to staff, property managers, and board members with the right accounting access.

What happens to the accounting books when an expense is approved?

URBI posts a balanced journal entry automatically, files the receipt against both the expense and the journal entry, and updates the general ledger. If you edit an already-approved expense, URBI voids the old journal entry and posts a corrected one, keeping a full record of both in the activity history.

Can I record an expense that has no cost?

Yes. Enter $0 as the amount when you create the expense. It saves immediately as a completed record: no one needs to approve it, and it does not create a journal entry, since there is no dollar amount to post to the general ledger. This is meant for costs that were fully comped or covered by someone else, so you still have a record of the expense without it affecting your books.

Why can't I approve, mark paid, resubmit, reject, request more information, upload documents, or save a template for an expense anymore?

These actions require the Manage Expenses permission for that property. Most staff, PM, and board accounts have this permission by default. If you are seeing this message unexpectedly, contact your property administrator or URBI support so your account's accounting permissions can be reviewed.