Record and approve expenses

Record repairs, supplies and labor for a building, and approve larger expenses before they count toward profit or loss.

3 min read Updated Oct 28, 2026 Requires feature: Expenses & approvals

The plumber's fee, new light bulbs and a cleaner's pay are all expenses of your property. Record them in VinaBos so the profit and loss report reflects reality. Small amounts are auto-approved; amounts above the approval threshold need a proof document and must wait for someone with approval rights.

Before you start

  • Your plan includes the Expenses & approvals feature.
  • Your role has permission to create expenses. To click Approve or Reject you also need the approve-expenses permission (usually for managers or accountants).
  • Have the amount, date, who did the work and a photo of the receipt ready.

Steps

  1. Open the Expenses page

    In the menu, under the Finance group, click Expenses. At the top is the total spent in the selected month, and below it a list with status labels Auto-approved, Pending approval, Approved and Rejected. Change the month with the period picker.

  2. Click Record expense

    Click Record expense (①).

    Expenses list with the Record expense button (①) and the Pending approval filter (②)
    Expenses list with the Record expense button (①) and the Pending approval filter (②)

  3. Fill in the expense

    Choose a Category (repairs, maintenance, supplies, labor, shared utilities, management, other). Enter the Amount (①, with quick buttons +500,000, +1,000,000...) and the Date incurred. Choose the Building (②), and a room if the work relates to a specific room.

  4. Describe it and attach proof

    Enter Performed by and a clear Description: what was done, which materials, why. An expense above the approval threshold requires a proof photo.

  5. Save and approve

    Click Save expense (③). Anything in Pending approval can be opened by someone with the right, or approved or rejected straight from the list with Approve / Reject.

    New expense form: Amount (①), Building (②) and the Save expense button (③)
    New expense form: Amount (①), Building (②) and the Save expense button (③)
Tip

When a repair comes from an issue, use the Also record an expense entry option when you mark the ticket as resolved. The expense is linked to the issue, which makes it easy to look up later.

Note

Approved expenses go into the period's revenue, expense and profit or loss report. Rejected expenses are not counted.

FAQ

I entered the wrong amount

Open the expense and edit it if that is still allowed, or ask the approver to reject it and record it again. Do not delete an approved expense unless you really have to.

What is the approval threshold?

The threshold is set by the system for your organization. When you save an amount above it, it goes into Pending approval.

Next step

View the revenue and profit or loss report →

Next step Track outstanding balances and overdue invoices