Expenses & Approvals
Log costs against tasks, approve them on a board, and bill them straight to the right property's ledger.
Track every cost your team logs against a task — supplies, repairs, labor — and move it through a clear approval flow before it lands on the right property's books.
How expenses flow
Each expense moves through four stages:
- Submitted — logged against a task by whoever did the work, waiting for review.
- Approved — a manager has signed off on the cost.
- Billed — the approved cost has been transferred to the property's ledger. This is the final step.
- Rejected — the cost was declined (with a reason), and can be reopened later if needed.
Only owners, admins, and managers can approve, reject, or bill. Anyone on your team can submit an expense from a task.
The approval board
Open Expenses from the main menu (it's also a tab inside Tasks). You'll see a board with a column for each stage.
- Drag a card from Submitted to Approved to sign off on it.
- Drag an Approved card to Billed to push the cost to the property.
- Drag anything to Rejected to decline it — you'll be asked for a reason.
Each column shows how many expenses are in it and the running total, so you always know what's waiting on you and how much is in flight.
Prefer a spreadsheet view? Switch to the Table layout to select multiple expenses and approve or bill them in bulk.
Billing transfers the cost to the property
When you bill an expense, Vanio AI posts it to that property's ledger automatically, so it shows up in your accounting and owner reporting without any double entry.
An expense can only be billed once it's approved and has a property assigned. If a cost isn't linked to a property yet, assign one first — Vanio AI will prompt you.
Filtering and exporting
Filter the board or table by date range, category, or property. The counts and totals update to match what you've filtered.
Use Export CSV at any time to download the current view — including who submitted and approved each cost and when it was billed — for your accountant or owner statements.
On the go
The Expenses section is built for your phone. Tap a status to filter, tap any expense to open its full detail, and approve, reject, or bill it right from the bottom sheet — no desktop required.