Expenses can be raised on a tenancy, which can range from replacement keys to maintenance jobs, or just general expenses incurred by your tenants.  

After an expense is added, it will appear in arrears until payment has been made. Should the expense still be outstanding at the end of a tenancy, the expense will show as outstanding, giving you the option to claim from deposit monies.

This article includes: 

Tenancy expense payable to a supplier

An expense can be added to the tenancy, payable direct to a supplier. When the tenants pay the expense, it will be credited to the supplier's remittance ready for payment.  

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Click Actions 
  4. Within the dropdown menu, click Charge
  5. Click Add Charge
  6. The Add Charge for this Tenancy window opens
    1. Charge Date - Edit (if required) the date for which the expense charge is due
    2. Charge To - This remains as the tenancy at the corresponding address 
    3. Frequency - Edit this if your charge is reoccurring 
    4. Charge Item - Click Expenses, then tick an option from the list 
    5. Description - Edit this so that it represents a description of the expense
    6. Net Amount - Enter the amount payable to the supplier
    7. Supplier - Search for and select the supplier to whom the expense is payable
    8. Supplier Reference - Add the supplier's invoice number (if available)
    9. Link PDF - If a scanned copy of the invoice is available, click + to upload it into Alto
    10. Works Order - Link the expense to an existing works order, if one already exists in Alto
  7. Click OK

Tenancy expense payable to the landlord

If the landlord has carried out work on the property and requested the tenants reimburse them for the associated costs, an expense can be added to the tenancy that is payable to the landlord. When the tenants pay the expense, it will be credited to the landlord's statement, ready for payment.  

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Click Actions 
  4. Within the dropdown menu, click Charge
  5. Click Add Charge
  6. The Add Charge for this Tenancy window opens
    1. Charge Date - Edit (if required) the date for which the expense charge is due
    2. Charge To - This remains as the tenancy at the corresponding address 
    3. Frequency - Edit this if your charge is reoccurring 
    4. Charge Item - Click Landlord, then tick Sundry from the list
    5. Description - Edit this so that it represents a description of the expense
    6. Net Amount - Enter the amount the landlord is charging
  7. Click OK

Raise expense

If you don't raise the charge immediately, it will raise automatically on the Charge Date.  If you want to raise the expense immediately:  

  1. Tick Raise Now next to the charge you have created
  2. Click Raise Selected
  3. Click Raise Selected again

A record of the charge is made available to view in the tenancy, available from within the Timeline on the side menu. It's also recorded from within Transactions on the side menu

Remove a raised expense

If the expense has been raised, the charge appears in the tenancy Transactions.

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1.  Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Ensure the correct tenancy has been selected and click Transactions on the side menu
  4. Locate the receipt entry and click ... (Actions) at the end of the line
  5. Click Yes to raise a credit of the expense
  6. A credit entry will appear with the current date

Remove an expense not yet raised

  1. Click Tenancy on the main toolbar
  2. Select the relevant tenancy from Recent & Favourite Tenancies
    1. Alternatively, find the tenancy using the Search Tenancies bar in the top right
  3. Ensure the correct tenancy has been selected and click Actions
  4. From the dropdown menu, click Charge
  5. Click Edit on the line of the charge you want to remove
  6. Click Delete Charge

Related articles: 

Deposit and tenancy fee warning triangles

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