The Expense System: Overview

The Expense System is where your team records what the property spends, routes each expense for approval, and keeps the accounting books correct automatically. When an expense is approved, URBI posts a balanced journal entry, files the receipt, and updates the general ledger for you. No manual bookkeeping required.

Who can use it

The Expense System is for property management staff, property managers, and board members. Access follows each person's accounting permissions, so what you can see and do depends on the role you have been given for the property.

Where to find it

Open Accounting from the main navigation. The accounting area now has four tabs:

• Transactions
• Expenses
• Reports
• General Ledger

Click Expenses to see every expense, filter by view (All Expenses, Vendor Bills, Pending, Paid, HERO Receipts), and create new ones. If your property has reimbursements, a Reimbursements tab appears here too.

What you can do here

• Create an expense, attach its receipt, and choose the right general ledger account.
• Route the expense through your approval chain.
• Require a board decision on a draft expense before it enters approval. Each approver's chain requirement acts as a floor, so the board decision is required at or above a set amount, measured pre-tax.
• Review the journal entry, activity history, and (when HERO processed a receipt) the AI review, all from one detail panel.
• Charge an expense back to a billing account when it should be passed through.
• Pay vendors by ACH in the US or by Stripe in Canada, or record a payment your property made outside URBI.
• Download a payment receipt as a PDF, or send it by email.
• Record an expense with no cost (for example, something fully comped or fully covered by a vendor). A $0 expense is saved for your records immediately, with no approval step and no journal entry, since there is no dollar amount to post.

Approving, marking paid, resubmitting, rejecting, requesting more information, uploading documents, and saving a template all require the Manage Expenses permission for that property. Most staff, PM, and board users have this by default. If an action is unexpectedly unavailable to you, see the FAQ.

Approval rules and expense templates are managed in Property Settings > Accounting.