How to Charge an Expense Back (Passthrough)

A passthrough lets you pass an expense through to a billing account as a charge. Use it when a cost the property paid should be assigned to a particular person, organization, or space through its billing account.

Charging an expense back creates a standard charge directly. There is no separate approval step for the passthrough itself.

How to start a passthrough

Passthrough is started from the Bill or Reimburse card inside the expense drawer. This card appears on any expense that has been approved and has not already been charged back.

1. Open the expense from Accounting > Expenses.
2. In the expense drawer, locate the Bill or Reimburse card and click Charge to resident (or Charge to unit).

3. The Charge to resident panel opens. Choose the Charge target: search for and select the billing account, unit, or resident the charge should go to. If a sub-billing account is needed, URBI creates one automatically.

4. Under Handling fee, choose Percentage or Flat amount. Enter the percentage or dollar amount you want to add to the expense. URBI adds the fee to the base amount and shows the combined total.

Flat fee larger than the expense? URBI shows a clear warning, but you can still create the charge. Review the total before continuing.

If you switch between Percentage and Flat amount, URBI keeps the value you entered for each choice. You can switch back without retyping it. 5. Set the Due date for the charge, or leave it to use the default (the first of next month). 6. If you need the charge to be a different amount than the expense total plus fee, use Override charge amount. Leave it blank to use the calculated total.

7. Click Create charge to confirm. URBI creates the charge, links it back to the original expense, and the charge is now part of that billing account's upcoming charges.

Cancelling a passthrough

If you started a passthrough and want to cancel it before saving, click Cancel or close the panel. No charge is created and the expense is unchanged.

Once a passthrough is saved and the charge is created, it cannot be cancelled from the expense drawer. Use the charge management tools in Accounting > Charges to void the charge if needed.

Good to know

• The Charge to resident option only appears when you open the Bill or Reimburse card from inside an approved expense. It is not available during expense creation.
• The handling fee type and value are set per expense, so each passthrough can use a different percentage or flat amount.
• Expense templates also let you choose a percentage or flat handling fee.
• Because a passthrough creates a normal charge, it follows the same rules as any other charge in your accounting and reporting.