Centro de ayuda / Settlements & statements

Charging expenses to owners

One-off and recurring costs, how they split, and how they reach a statement.

Para operadores · 5 min de lectura

Expenses are costs you pass on to owners: maintenance, insurance, utilities, HOA fees, cleaning, anything you carry on their behalf. They are recorded under Expenses and appear as deductions on the owner's statement.

Recording one

Add expense takes a description, an amount, a type and a date. The important choice is who pays it, and there are three answers.

Who the cost goes to

•The whole property — split evenly between every owner of that property.
•Specific units — split between that unit's owners by their ownership percentage.
•Specific owners — charged in full to each one you pick.

A $12,000 roof, three ways

Four owners: Alvarez holds two units, Chen, Novak and Diallo hold one each. The same cost lands very differently depending on how you scope it.

Whole property — split evenly by owner
Alvarez (2 units)	$3,000.00
Chen, Novak, Diallo — each	$3,000.00
Scoped to the 5 affected units — by share
Alvarez, 2 of 5 units	$4,800.00
Chen, Novak, Diallo — each 1 of 5	$2,400.00
Scoped to one owner
Chen only	$12,000.00

The first row is the one that surprises people: property-wide costs go per head, so the owner with two units pays no more than the owner with one.

Notas: A property-wide expense splits evenly by headcount, not by ownership share. An owner with two units and an owner with one pay the same amount towards a new roof. If that is not what you want, scope the expense to units instead.

Recurring costs

Switch on repeats and set a frequency. Staklio creates the actual expense at the end of each period, and from that moment it behaves exactly like one you typed in yourself. The schedule is independent of your settlement cadence — a quarterly insurance premium on a monthly settlement is fine.

Receipts

Attach a PDF or photo to any expense. Owners can open it next to the charge on their statement, which removes most of the back-and-forth about what a line item was. Receipts are served through a permission check, never as a public link.

When a cost reaches a statement

That depends on your property's expense mode, set on the Expenses page.

•Always — every expense in the period is charged, whether or not there was revenue to cover it. An owner can receive a statement showing an amount due.
•Automatic — charged by default, but anything you take off a draft stays off until you put it back.
•Manual — nothing is charged until you add it to a settlement yourself.

Notas: Draft settlements update the moment you add or edit an expense. Settlements that are approved, sent or paid never change — a correction has to go into a later period.

What do owners see?

My expenses in their portal lists every cost allocated to them, with the statement it landed on. Whether they can open the receipt depends on your statement settings.

I waived a charge. Does the owner see that?

No. A waived allocation disappears from their view entirely rather than showing as zero.

I dated an expense in a month that is already paid.

It cannot be added to that statement. Put it in the next period — sent and paid settlements are deliberately immutable.

An expense never reached anyone.

Check the property's expense mode. On manual, a pooled cost sits there until someone adds it to a settlement, and nothing reminds you.