Construction expenses

Overview

Construction Expenses tracks building and renovation projects on your properties. Each project has a budget, milestones and an itemised list of expenses with receipts. Property360 shows how much of the budget is used, where the money went (by category, vendor, person and over time) and, for co-owned properties, how each owner's payments compare with their ownership share.

Before you start

• The property must already exist in Property360. See Add a property.
• Landlords and master admins create and edit projects. Supervisors can view projects and record expenses.
• For co-owned properties, make sure the ownership percentages on the property are correct, because owner shares are calculated from them.

Steps

1. Open Construction → Construction Expenses in the sidebar.
2. Click New Project. Enter the Project Name, choose the Property, and add the Description, Start Date, Target End Date, Total Budget (₹) and Status (Planning, In Progress, On Hold or Completed).
3. Open the project with View Details from the row's ⋮ menu, or click the project.
4. Click Add Expense and fill in:
   • Category: choose one or type a new one.
   • Description, Amount (₹) and Date (optional).
   • Paid By: who paid.
   • Vendor (optional): choose one or type a new name.
   • Payment Method, Payment Bank and File # / Reference.
   • Notes, and tick GST invoice issued if the vendor gave a GST invoice.
5. Attach bills or payment proofs under Receipts, then click Add Expense.
6. To record a similar cost quickly, use Clone on an existing expense and change only what differs. Receipts are not copied.
7. Under Milestones, click Add to add a Milestone Name, Planned Cost (₹) and Planned Date.
8. Review Budget Variance by Owner, Expenses by Category, Spend Over Time, Top Vendors and Spend by Person.
9. Use Export CSV or Export Excel to share the expense list. When the work is done, choose Mark Completed from the project's ⋮ menu.

Example

A. Sharma and R. Iyer own Lakeview Plaza 50:50 and start a "Terrace waterproofing" project with a ₹4,00,000 budget. A. Sharma pays ₹2,40,000 to a contractor and R. Iyer pays ₹1,20,000. Budget Variance by Owner shows each owner's spent share of ₹1,80,000. A. Sharma is ₹60,000 over and R. Iyer ₹60,000 under, and To Settle shows ₹60,000.

FAQs

Does a new vendor name create a vendor?

Yes. A vendor name typed on an expense is added to Vendors if it doesn't already exist.

How is "Paid By" used?

Payers are matched to the property's owners. A payment by an owner's spouse or HUF counts as that owner's payment. These shares also feed Expense Reconciliation, which works out settlements between co-owners.

Where do I record material rates?

Rates per bag, tonne or cubic metre go in Material price trends. That page doesn't create expenses.

Troubleshooting

I can't see New Project or Edit Project

Only landlords and master admins can create or edit projects.

Budget Variance by Owner is missing

The property has no ownership records. Add the owners and their percentages to the property.

An expense is in the wrong category bucket

Edit the expense and choose a clearer Category. Buckets are also inferred from the description and notes.

Related articles

• Material price trends
• Vendors
• Add a property