How to Log an Expense and Attach Documents

A maintenance invoice arrives. A utility bill lands in your inbox. A contractor sends a receipt. Each one needs to be logged against the right property before you can reconcile the accounts or produce an accurate owner statement. This guide walks you through that step — including attaching the document so the record is complete.

What you need

• An active property in your portfolio (PROPERTY_01 in this example)
• The expense amount, date, and category
• The invoice, receipt, or any supporting document (PDF, image, or similar) to attach

Steps

1. Open the financial section for the property.

From your portfolio view, open PROPERTY_01. Navigate to the financial section or expense ledger for that property.

2. Start a new expense entry.

Select the option to record a new expense or outgoing transaction. A short form opens.

3. Enter the expense details.

Fill in:

• Date — the date of the expense, not the date you are entering it
• Amount — the exact amount on the invoice or receipt
• Category — choose the expense category that best describes it: maintenance, utilities, insurance, management fee, or whichever applies
• Vendor or payee — the name of the contractor, supplier, or service provider (VENDOR_A in this example)
• Description — a short note that will be clear when you review it at month-end (for example, "Plumbing repair — Unit 3A")

4. Attach the supporting document.

Before you save, attach the invoice or receipt. Use the document upload option and select the file from your device. Accepted formats typically include PDF and common image types.

Attaching the document at the time of entry — not later — is the habit that keeps your records audit-ready. If you are entering several expenses in sequence, open the documents on your device first so the upload step is one click.

5. Save the entry.

Confirm the details and save. The expense appears in the property's transaction ledger with the document attached.

What you will see when it is done

• The expense appears in the PROPERTY_01 ledger with the date, amount, category, vendor, and description.
• The attached document is accessible directly from the entry — no separate folder to maintain.
• The expense is included in the running balance and will flow through to owner statements and reconciliation.

If anything is unclear

The exact labels in your workspace may differ slightly from this guide. For the precise steps in your account, open BasePro Support from inside the app — it covers the expense and document workflow in plain language.

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Related: How to Reconcile a Bank Statement