Expenses
Record what the hotel spends, from the Finance page or with a quick WhatsApp message, so your profit is always up to date.
Every expense you record is taken off your revenue to give your profit. You can record expenses on the dashboard, or your supervisors can send them from WhatsApp as they happen.
Record an expense
- Go to Finance → Expenses.
- Under Record an expense, fill in the amount and What for (for example, "Electricity bill").
- Choose the Kind, or leave it on Guess it.
- Set the Day, Paid by (cash, card or bank transfer) and Paid to (optional).
- If a room owner should pay for it, choose the owner under Charge to an owner. Otherwise leave No, the hotel pays.
- Save.
One number only
A WhatsApp expense needs exactly one number, the amount. If you write paid 101 ... and 101 is a room, ChatBeds asks whether you meant a guest's payment instead.
Kinds of expense
If you don't choose a kind, ChatBeds guesses it from your words. "Electricity bill" becomes Utilities, "kitchen supplies" becomes Food and kitchen, and "HVAC repair" becomes Repairs and maintenance.
The kinds are: Supplies, Food and kitchen, Utilities, Salaries and wages, Repairs and maintenance, Laundry, Marketing, Commissions, Taxes and licences, Rent and Other.
Expenses ChatBeds adds for you
Two kinds of expense are added by ChatBeds itself, so they are never forgotten or counted twice:
- Maintenance repairs. When a maintenance ticket is closed with a cost (for example,
done MT-1047 replaced the valve, cost 150), it becomes a Repairs and maintenance expense on the day it was fixed. To change it, change the cost on the ticket. See Maintenance. - Stock deliveries. When a purchase order is received with prices, what arrived becomes a Supplies expense. See Inventory.
Fix a mistake
An expense recorded by mistake is voided with a reason, not deleted. On Finance → Expenses, void the expense and say why. It stays in the list but no longer counts.
Charging an expense to a room owner
If you run rooms for their owners, some costs belong to the owner, like a repair in their apartment or a new kettle. Use Charge to an owner when recording the expense. It is then taken off that owner's monthly payout. See Owner Portal.
Who can record expenses
| Where | Who |
|---|---|
| Dashboard | Owner and admin |
| Owner, GM, front desk manager, housekeeping supervisor, maintenance lead |
To see how expenses affect your profit, see Reports and figures.
Still need help?