04 Tracker · Property Essentials
Property Expense Tracker
Track property expenses and budgets.
Overview
Owners usually know the rent. Far fewer can say what the property cost them last year without going through a bank statement line by line.
This tracker records every outgoing against the property it belongs to: maintenance and repairs, property tax, utilities, society dues, insurance and administrative costs. Each entry carries a date, a category, an amount, a payment mode and an invoice reference, so the total is traceable back to documents rather than to memory.
Budgets sit alongside actuals, so recurring costs are visible before they arrive rather than after.
What you end up with: A categorised, reconcilable expense record per property.
Who it is for
- Owners tracking the running cost of one or more properties, and property managers reporting costs back to an owner.
Features
Everything this resource tracks, grouped the way it is laid out.
Recording
- Expense register Every outgoing with date, category, amount and payment mode.
- Invoice references Link each entry to its invoice or receipt reference.
- Recurring costs Mark costs that repeat, with their expected frequency.
- Vendor attribution Attribute a cost to the vendor who carried out the work.
Categories
- Maintenance and repair Routine maintenance separated from one-off repairs.
- Property tax Assessment periods, amounts and receipt references.
- Utilities Electricity, water and gas against meter references.
- Society dues Association dues, sinking fund and special levies.
- Insurance Policy periods, premiums and renewal dates.
- Legal and administrative Professional fees and administrative costs.
Analysis
- Budget against actual Planned spend against what was actually incurred.
- Cost per property Totals split by property where you hold more than one.
- Reconciliation status Which entries have been matched to a document and which have not.
- Annual summary A year view suitable for handing to your own accountant.
Included resources
Files delivered with this product.
- Xlsx Expense Register The main register with categories, references and reconciliation status.
- Xlsx Budget Planner Planned annual spend by category, compared against actuals.
- Xlsx Annual Summary Year-end totals by property and category.
Questions about this product
This is a record-keeping tracker. It is not tax advice or accounting software, and the categories it uses are for your own organisation rather than for any statutory filing.
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