Expense System, Overview
The URBI Expense System is the central hub for tracking, approving, and paying property expenses. It covers everything from routine vendor bills to one-off reimbursements, with a full audit trail on...
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The URBI Expense System is the central hub for tracking, approving, and paying property expenses. It covers everything from routine vendor bills to one-off reimbursements, with a full audit trail on every dollar that moves.
Who can use it: Property managers, staff with accounting permissions, and board members. Residents do not have access to this system.
Where to find it: Navigate to Accounting → Expenses in the left sidebar.
What you can do here:
- Create and submit expenses for sequential approval
- Route large expenses to board approval automatically
- Require a board decision on a draft expense before it enters approval, with each approver's chain requirement set as a floor (required at or above a set amount, pre-tax)
- Pay vendors via ACH (US) or Stripe (Canada), or record manual payments
- Create passthrough chargebacks or resident reimbursements directly from an expense
- Set up recurring expense schedules and reusable templates
- Download payment receipts as PDF or send them by email
- Search, filter, and export the full audit history for every expense
The system enforces double-entry accounting: every expense creates a journal entry automatically. You never need to manage journal entries directly.