Expense Management

What it does

Expense Management lets you import your motel's business expenses from a bank or credit card statement (CSV file) or from QuickBooks Online, then automatically sorts them into categories like utilities, maintenance, supplies, and payroll. You can review, approve, or correct any transactions, then run monthly reports and budget comparisons — all without leaving the dashboard.

Prerequisites

• Admin role in the dashboard
• A CSV export from your bank, credit card, or accounting software
• Optional: a QuickBooks Online account for direct sync

How to enable

Expense Management is available to all admin users. No special configuration is required. Simply navigate to Expenses in the staff dashboard.

How to configure

Importing from a CSV file

1. Go to Expenses > Import.
2. Click Upload CSV and select the file.
3. The system previews and auto-detects columns for date, description, amount, and vendor.
4. If correct, click Import. If not, adjust the column mapping.
5. The system auto-categorizes each transaction based on keywords in the description.

Importing from QuickBooks Online

1. Go to Expenses > Import > QuickBooks.
2. Click Connect QuickBooks and authorize the connection.
3. Click Sync Now to pull your latest transactions.

Reviewing transactions

1. Go to Expenses > Review.
2. For each flagged transaction, choose the correct category and click Approve, or Skip to exclude it.
3. Use Bulk Action to approve or skip multiple rows at once.

How to verify it's working

1. After importing, go to Expenses > Reports > Monthly Report.
2. Confirm totals appear in expected categories (utilities, maintenance, etc.).
3. Check Expenses > Import History for a log of past imports.

Common questions