--- title: "Track your Expense Management" description: "Learn how to create, manage, and track expenses in Zeevou. This comprehensive guide covers everything from adding new expenses and allocating costs to using search and filter bars for easy financial oversight. This article would help you if your plan is: Spark / Glow / Blaze." url: https://support.zeevou.com/en-gb/articles/133-track-your-expense-management collection: "Log Your Expenses" updated: 2026-11-05 language: en-gb --- # Track your Expense Management Learn how to create, manage, and track expenses in Zeevou. This comprehensive guide covers everything from adding new expenses and allocating costs to using search and filter bars for easy financial oversight. This article would help you if your plan is: Spark / Glow / Blaze. Creating an expense in Zeevou lets you **capture costs accurately** (booking-related or any other Creating an expense in Zeevou allows you to accurately record costs (booking-related or otherwise), categorise them using custom **Expense Types**, link them to accounting accounts, and apply tax codes. You can allocate expenses at **property, unit, or booking level**, ensuring precise reporting. All recorded expenses automatically feed into **Monthly Profit Reports**, giving owners clear visibility of profitability. To get started: 1. Log in to [**app.zeevou.com**](https://app.zeevou.com). 2. Go to **Finance → Expenses**. 3. You will be directed to the **Expenses** landing page. ## **1\.** Expenses Table Overview On the **Expenses** page, you can view a table displaying the following columns: - **Doc No. & Status** - **Date Range Covered** - **Amount** - **Expense Type** - **Unit** - **Created At** - **Channel** - **Doc Type** - **Supplier** - **Unit Allocation Strategy** - **Actions** This table gives you a complete overview of all recorded expenses. ![](https://staticfiles.gleap.io/ghelparticle/YMiKfxmUeN9GVjwIJBvznnros1CseRDJ2M8SDboWZYVQBczgYUmuoUfVUcV1A2imLfMIwl4gt2J.png) ## Actions Available per Expense For each expense row, click the **three dots** under the **Actions** column to: - **View** - **Repeat** - **Delete** ### Viewing an Expense If you click **View**, the expense page opens, where you can review and edit information inline. The page is organised into three sections: - **General Info** - **Finance** - **Expense Allocations** You can edit the information directly within these sections. **Important:** You can adjust the individual expense amount, but not the total calculated amount. In the **General Info** section, you can click **Add More Details** to include additional information if needed. ![](https://staticfiles.gleap.io/ghelparticle/O3x0lT1mMm9uhekF1Qu5BP3k33DdlbY3tM1F1OxWIlyd1wJdKRhpXOf3VHDPhiVceaTqfsAvLsO.png) ## Manage Expense Options Within the expense page, click the **Manage Expense** dropdown to access: - **Repeat** - **Clone** - **Add Attachments** - **Delete** ### Clone an Expense If you select **Clone**, you will be redirected to a new expense form with certain fields pre-filled based on the original expense. This helps you save time when creating similar entries. ![](https://staticfiles.gleap.io/ghelparticle/BN6rH7akxTx3NcReHnjvDzF7PU7lH95NPccPsM8y6N6g83z7cpu7jWerxdYr33og673bUffkDuF.png) ### Repeat an Expense If you select **Repeat**, a scheduling window will open. 1. Set the repetition schedule. 2. Click **Preview Schedule** to review the recurrence setup. 3. Click **Save** to confirm. This is useful for recurring expenses such as regular cleaning fees, management fees, or subscriptions. ![](https://staticfiles.gleap.io/ghelparticle/REo3gWfbhlVweiHV52kATenHawEBjaMe9u8uN163iuumbRISKUgZCp17y9CgcCvsDH9ZiJMc2I5.png) ## 2\. Create a New Expense To add a new expense: 1. Go to **Finance → Expenses**. 2. Click **Create a New Expense** in the top-right corner of the page. A new form will open where you can complete the following sections: * * * ## 1\. General Info - Select an **Expense Type** from the dropdown menu. - If needed, click **New Expense Type** to create one. When creating a new Expense Type, a drawer will open where you must: - Enter the **Name** - Select an **Expense Type Category** - Choose the relevant **Xero Accounts** - Click **Create** After selecting the Expense Type, complete the remaining General Info fields: - **Duration** - **Payment Date** - **Supplier** You can also enable the **Repeat Expense** toggle if the expense is recurring. ![](https://staticfiles.gleap.io/ghelparticle/WuYyZVeWF9CrE4OEq1kRTzSmGcJCXpbfQGnXMqJneEoFW7iPaxxMSE6e8BVpVayzZIyy1xHm2u9.png) ### Adding a New Supplier - Select a supplier from the dropdown menu, or - Click **\+ New Supplier** to create a new one. ![](https://staticfiles.gleap.io/ghelparticle/TPZXOcKQeoySAqkIPqx6CJ2AnLoYfLDDbcErS9YBgSQ3JxYB6ueyLbwau8bqBQX8bPK5d6guxh5.png) ## 2\. Total Amount and Tax - Enter the **Total Amount**. - Select the appropriate **Tax Type**. - Choose the correct **Zeevou Tax** from the dropdown. Make sure the tax configuration matches your accounting requirements. ![](https://staticfiles.gleap.io/ghelparticle/Fmyt2rLPnY4Gpjp9CE0R6dXxRAq5dpD7odIxefQVejnMZ1DewhCqaodDgDVtrK61coW8XrZwGJt.png) ## 3\. Cost Allocation - Select the **Unit(s)** you want to allocate the expense to. This ensures the cost is reflected accurately at property, unit, or booking level and flows correctly into your **Monthly Profit Reports**. ![](https://staticfiles.gleap.io/ghelparticle/gPCFEhKrn3oxh0Kr7XbChfWw8kZcGCZCGHE0nslKBuFovBCJCx38mAvB3YhQ6uYeFurfmhHWUlP.png) ## 3\. Search & Filter Expenses On the **Finance → Expenses** page, you can quickly locate records using the **Search bar** or filters. ### Search Options - Search by **Doc No** - Search by **Supplier** ### Default Filters - **Doc Type** - **Created At** ![](https://staticfiles.gleap.io/ghelparticle/uJhRdXzbZHd7HTQ96rNgoOECBYAY0o3Fv1zz5iOAHVfiN2TDPCy2uDI3FohXHStJJ9zsbv5Euo7.png) To apply additional filters: - Click the **Filter** icon. - A drawer will open. - Use the dropdown arrows to select your desired filters. ![](https://staticfiles.gleap.io/ghelparticle/qCWgW4FU741oF7JNhW0piPAPpFqFU2X4kfW5P58dizk7yvRqYqWTDnxdGSVmnk7gQEQMklnINvy.png) ### Export Expenses You can also click the **Download** icon to export your expenses in: - **XLSX** format - **CSV** format ## 4\. Recurring Expense If you want to create a recurring expense, follow these steps: 1. Log into your Zeevou account. 2. Navigate to **Finances**, then **Expenses** on the main menu. 3. You can make it recurrent in three ways on the Expense Dashboard: A. Click the three dots under **Actions** and select **Repeat**. B. Click the three dots under **Actions** and select **View**. Then, click **Manage Expense** in the top right and select **Repeat**. C. Click **Create an Expense**. Turn on the **Repeat Expense** toggle on the **General Info** card. After selecting any of the above options: 1. A scheduling drawer will appear. 2. Choose how frequently the expense should repeat. 3. Click **Preview Schedule** to review it. 4. Click **Save**. This is ideal for recurring costs such as management fees, subscriptions, or routine services. ## 5\. . Allocate an Expense to Multiple Bookings (Expense Batch) If you need to apply one expense to multiple existing bookings within a specific timeframe and location: 1. Go to **Finance → Expenses**. 2. Click **Create an Expense**. 3. Select **For Existing Bookings**. ![](https://staticfiles.gleap.io/ghelparticle/P9v33rV9HBT5937AyBjWJAPb6UCbgK6plt6daQ9eYthAe95VKsYgxsH1mR5hipQcKtdFxUQn7Xe.webp) Fill in the required fields and click **Save**. ![](https://staticfiles.gleap.io/ghelparticle/1dbCz7sARIoGV7XabS5GZpnwtvTqq7hCMY9u5pKt48eFOm0DdBggruhOaCRbOxVyefAHXEDpo1D.webp) ### Select Bookings by Date & Location On the **Booking Allocation** card: 1. Click **Choose a Date Range & Location**. 2. In the drawer, select: - **Date Range** - **Listing** - **Unit Type** (optional) - **Specific Unit** (optional) 3. Click **Apply**. ![](https://staticfiles.gleap.io/ghelparticle/Cg32Exza0vR5QXURMdbKooJ4GslgdJu3HzxSZp2chJn6Mlv4rzO8COp0Bx9vu69gC1bk108y4bI.webp) You will see the bookings which the expense will be applied. You can also edit the data by clicking **Change Duration & Location**. ![](https://staticfiles.gleap.io/ghelparticle/0eFyVtd1nYaSYfbpbUAkUSFELW6uFjhvwBsp8YLybGLptLxdiPXwbNrGYmFZHBOstFQasyZIPot.webp) ### Important Notes - If an expense is created directly within a booking, it automatically inherits the **From** and **To** dates from that booking. - These dates cannot be edited, and changes to the duration will not be reflected. - To create a **one-day expense**, use **Create an Expense → For Specific Location** from the Expenses list instead. ## 6.Import Expenses in Bulk To import multiple expenses at once: 1. Go to **Finance → Expenses**. 2. Click the **More** arrow. 3. Select **Bulk Import Expenses**. ### Upload Process - Download the provided template and enter your data. - If you already have a completed template, you can skip the download step. - Upload your file. ![](https://staticfiles.gleap.io/ghelparticle/lxhE6gLeZzc1f16VrCGpEmpyXb6OuYkhbQkeUweWLX69oGeu18xicyK7ZawtWmVEniVPg2qs4H3.webp) **Imported Files Dashboard** You can track file statuses such as: - **Transferred** - **Ready for Transfer** - **Containing Invalid Data** For files marked **Ready for Transfer** or **Containing Invalid Data**, click the **three dots** to: - **View** - **Delete** ![](https://staticfiles.gleap.io/ghelparticle/lYbxaZ0PASiLEbe1KxZk5LOXzrV0a9Ypjpzs9gZrQGYbXR4sZh8P20Jh0eqTclaIJ3S2TKUNguH.webp) If there are invalid records, correct the Excel data and reprocess the file to successfully transfer the expenses into the system.