Log an expense

To record a cost related to your operation (mortgage, utilities, cleaning, subscription, taxes…), go through the Expenses menu. The Add expense button opens a form filled in two steps: the expense itself, then its allocation across the affected properties.

Main fields

• Amount — numeric input. Decimals are accepted.
• Category — pick from the available categories (mortgage, utilities, water, internet, cleaning, maintenance, insurance, taxes, bank fees, other).
• Date — the expense date. Future dates are accepted to anticipate.
• Properties — multi-select. An expense can affect a single property, several, or your entire portfolio.
• Vendor (optional) — provider name (max 255 chars). Useful for searching later.
• Description (optional) — free-form note for context (invoice reference, period covered, etc., max 1000 chars).

Allocate across multiple properties

When you select several properties, ZenHost asks how to split the total amount:

• Equal split — the amount is divided evenly across properties. ZenHost computes in cents to avoid float drift; any leftover cent goes to the last property.
• Manual split — you enter a percentage per property (0 to 100%). The sum must equal 100%. ZenHost computes the corresponding amounts and absorbs the rounding on the last row.

On save, the form creates one row per property in the database. All rows share the same group ID: you can edit them together from any of them.

Recurring expense

Tick Recurring expense to repeat the cost every month. Recurrence is monthly only (not weekly or yearly).

• Start date — the first occurrence (the Date field).
• End date (optional) — inclusive. Empty = recurrence is open-ended.

The expense appears in views and exports for each month covered by the recurrence. These are occurrences of the same recurrence, not independent monthly entries.

Edit a recurring expense

This row means one property's share, not an individual month. The whole group means the properties sharing that expense.

For a recurring row, the amount, property and start date are locked. You can edit category, description, supplier and recurrence end date. This does not create a one-month exception. Editing the group can also change past periods' amounts: check the scope before saving.

Stopping a recurrence

The Stop recurrence action sets an end date to a moment past or future. Earlier occurrences remain in your totals and exports — you don't lose history.

Permissions

Writing expenses requires write permissions on properties and prices. Read-only is enough to consult the views, but creating / editing expenses is gated. Work with the primary owner from Members → Manage Custom Roles if you need access.