Record Expenses
Overview
Want a clearer picture of what your properties are actually costing you?
Recording expenses in PaTMa helps you track outgoings across your portfolio, giving you a more accurate view of profitability, cash flow and overall performance.
While many landlords already track rental income, expenses are just as important when understanding the true value of an investment.
PaTMa allows you to record:
- One-off expenses, such as repairs, redecorations or appliance replacements
- Recurring expenses, such as service charges, management fees or insurance payments
As expenses are added, they feed directly into your financial reporting and Insights dashboards.
Adding an Expense
Expenses can be added from an individual property, but the easiest way to manage them is via the Expense Overview.
You can access Expense Overview from the left-hand navigation menu.
Select Add Expense in the top-right corner.
You can choose to create either:
- A Property Expense – linked to a specific property
- A Landlord Expense – linked to you rather than a single property
Most expenses are property-specific.
Examples of landlord expenses might include:
- Accountant fees
- Portfolio-wide insurance
- Block licenses
- General business costs
⚠️ Mortgage payments are managed separately and are not recorded as expenses. See Mortgage Management.
Expense Information
When creating an expense, you'll be asked for details such as:
- Property – Which property the expense relates to
- Invoice Date – When payment is due
- Date Paid – When payment was made
- Payment Method – How the payment was made
- Amount – Total cost
- Supplier – Who the payment was made to
- Description – What the expense was for
- Tax Category – The expense classification
- Document – Optional invoice, receipt or supporting document
Supporting documents can be uploaded directly or selected from your Document Inbox.
If the supplier doesn't already exist, you'll need to add a supplier first.
Once complete, select Save.
Recurring Expenses
Some expenses happen regularly and don't need to be entered manually every time.
Examples include:
- Insurance payments
- Service charges
- Management fees
- Subscription services
- Maintenance contracts
PaTMa can automate these using Recurring Expenses.
To create one, enable Setup Repeating Expense while creating the expense.
You'll then configure:
- Repeat Every – How often the expense repeats
- Start Date – First payment date
- End Date – Final payment date (optional)
This allows PaTMa to automatically generate future expense entries based on your schedule.
Confirming Recurring Expenses
Recurring expenses appear in the Repeating Expenses Overview.
Here you'll see two main sections:
Expenses to Confirm
These are recurring expenses that PaTMa expects to have occurred and are awaiting confirmation.
Simply review and approve them.
Repeating Expenses
This section shows all active recurring expenses currently being tracked.
This makes it easy to review ongoing commitments across your portfolio.
Managing Expenses from a Property
You can also manage expenses directly from an individual property.
Open the relevant property from Your Portfolio and select the Expenses tab.
All expenses associated with that property will be displayed here.
To add a new expense, select Add Expense.
The expense form works exactly the same as before, but the property will already be preselected.
A Quick Tip
The more consistently you record expenses, the more useful your financial reports become.
Many landlords only think about expenses at tax time, but recording them as they happen makes reporting far easier and gives you a much clearer view of portfolio performance throughout the year.