Overview
You can edit any expense to correct mistakes, update categories, or add missing information. You can also delete expenses you no longer need. Both actions are logged in the audit trail so there is a record of what changed and when.
How it works
Editing an expense
- Go to Financials > Expenses and click the date link on the expense you want to edit.
- You land on the expense detail page with the same form you used to create the expense.
- Change any field: amount, date, vendor, category, subcategory, property, reservation, or description.
- Click Save changes.
All editable fields:
| Field | Editable |
|---|---|
| Amount | Yes |
| Date | Yes |
| Currency | Yes |
| Vendor | Yes |
| Category | Yes |
| Subcategory | Yes |
| Property | Yes |
| Reservation | Yes |
| Description | Yes |
| Entry method | No (set at creation) |
You can also edit multiple expenses at once using bulk editing. Select expenses using the checkboxes in the list view, then click Edit in the bulk action bar. Bulk editing supports changing the property and category fields.
Deleting an expense
Single delete: Deletion is available through the expense detail page or the API. When you delete an expense, any attached receipts are also permanently removed from storage.
Bulk delete:
- In the expense list, select one or more expenses using the checkboxes.
- Click Delete in the bulk action bar that appears at the bottom of the page.
- Confirm the deletion in the dialog. You can delete up to 100 expenses at once.
Audit trail
Every create, update, and delete action on expenses is written to the audit log with your user ID, timestamp, and the fields that changed. This log is not visible in the UI but is available to your organization's administrators and can be provided in response to compliance inquiries.
Limits & requirements
- You must have an active paid plan to edit or delete expenses.
- Deletion is permanent. There is no trash or undo feature. Deleted expenses and their attachments cannot be recovered.
- Bulk operations are limited to 100 expenses per action.
- The entry method field (manual or receipt scan) is set when the expense is created and cannot be changed afterward.
- Editing an expense does not change its original creation timestamp. The audit log records when the edit occurred.
FAQ
Can I undo a deletion? No. Deletion is permanent and cannot be reversed. If you are unsure, consider leaving the expense in place and updating its description with a note instead.
Does editing an expense affect my tax records? Editing changes the current state of the expense. The audit log preserves a record of the original values and the change. If you need to maintain a clear trail for compliance purposes, add a note in the description explaining why you made the change.
Can I bulk-edit the amount or date? No. Bulk editing supports property assignment and category changes only. To change amounts or dates, edit each expense individually.
Who can edit and delete expenses? Owners and admins can edit and delete all expenses in the organization. Members with the manager role on a property can edit and delete expenses assigned to that property. Cleaners do not have access to expenses.