Expenses in Inmovilla

How to register and manage expenses in the Inmovilla accounting panel

The Expenses section within the Inmovilla accounting panel is designed to facilitate the recording and thorough control of all costs associated with real estate activity. This functionality allows not only entering new financial transactions but also consulting and locating them efficiently through powerful filters. It is an essential tool for organising commissions, payments, and other disbursements within a comprehensive and orderly management.

From this section, users can create new expense records, assign them to a specific company and agent, set their payment status, and detail all corresponding tax amounts, including taxable base, VAT, IRPF, and total, ensuring precise and transparent management.

Accessing the expenses section of Inmovilla

Expense management is integrated into the set of utilities offered by Inmovilla. To access this functionality, follow the path below:

• From the left sidebar, go to Utilities.
• Locate and click on the Accounting section.
• Within the accounting panel, select the Expenses tab to view and manage financial transactions.

Besides expenses, the accounting panel includes modules for managing companies and income, centralising all relevant financial information in an intuitive and accessible environment.

What the expenses list shows

Upon entering the Expenses section, a detailed table with all recorded transactions is presented. This list allows thorough review of each issued expense and consultation of its information in a structured and orderly manner.

At the top of the list are controls to apply filters and execute general actions, while the button to create a new expense is located at the top right corner.

This list centralises all recorded expenses and offers advanced tools for their consultation and efficient management.

Filter expenses by date, type, agent or company

The available filters are essential to segment and analyse the expenses list according to different specific criteria, facilitating the review of specific periods, types of commissions, or transactions associated with particular agents or companies.

Filtering criteria include:

• Date from and to: Allows delimiting the time range of expenses to consult.
• Expense type: Facilitates selecting the category that best describes the financial transaction.
• Agent: Shows only expenses generated or linked to a specific agent.
• Company: Allows consulting expenses associated with a particular company.

Among the available expense types are acquisition commission, rental commission, bank commission, transfer commission, and sales commission, among others. Once the criteria are defined, use the search function to apply the filters and obtain precise results.

The list also includes an indicator of the total accumulated expenses and a checkbox to select individual or multiple records, allowing mass actions on the selected transactions.

Available actions in expense management

Besides consultation, the accounting panel offers various actions to keep information organised and optimise its use:

• Reset filters: Removes all applied search criteria to return to the general list view.
• Work with selected: Allows operations on expenses marked in the list, facilitating mass management.
• Export: Provides the possibility to download or export the consulted data for external analysis or reports.

These functionalities are especially useful at the close of accounting periods, during internal audits, or to consolidate information related to a particular agent or company.

How to create a new expense in Inmovilla

To register a new expense, click the New expense button located at the top right of the expenses panel. A detailed form will unfold where you must complete all economic and administrative information of the transaction.

• Click New expense.
• Select the expense type that corresponds to the financial transaction you wish to record.
• Indicate the agent who has generated the expense.
• Associate the expense with the corresponding company, which must be previously registered in the system.
• Verify and set the expense date.
• If applicable, add the name of the person or entity to whom the payment was made using the free text field.
• Mark the expense as pending if the payment has not yet been made.
• Enter the amounts corresponding to taxable base, VAT, IRPF, and the final total.
• Write a clear and descriptive concept that facilitates future identification of the expense.

It is essential that the company linked to the expense is previously created in the corresponding module of the accounting panel to ensure correct association.

The form integrates all key elements: category, involved parties, payment status, and breakdown of tax amounts.

Economic information recorded in each expense

Correct entry of amounts is fundamental to accurately reflect the financial detail of each transaction. The form includes specific fields for:

• Total base: base amount on which the expense is calculated.
• Total VAT: amount corresponding to Value Added Tax.
• Total IRPF: amount of tax withholding, if applicable.
• Total amount: final sum representing the total cost of the expense.

Additionally, the expense concept field provides additional context that facilitates later identification and classification of each record within the list.

Pending expenses and payment control

The system allows marking an expense as pending when the payment has not yet been made, facilitating tracking and control of outstanding financial obligations.

The free text field intended to specify to whom the payment was made serves as an additional useful administrative reference. Together with the company, agent, and concept, this information ensures each record is easily locatable without relying solely on the amount.

Saving an expense as a draft

Sometimes, not all necessary information is available to complete an expense at the moment of creation. For these cases, Inmovilla offers the option to Save as draft.

The draft stores the partial information entered, allowing the record to be retrieved later from:

• Utilities
• Drafts

Once all required data is available, simply retrieve the draft, review and complete the information, and save the expense so it is formally incorporated into the accounting panel's transaction list.

Recommended process to keep expenses organised

To ensure consistency and facilitate record consultation, it is recommended to follow the sequence below:

• Pre-create the companies that will be used to associate expenses.
• Select an expense type that faithfully reflects the nature of the commission or recorded transaction.
• Link the expense to both the agent and the corresponding company.
• Enter tax amounts separately in their respective fields.
• Use a descriptive and identifiable concept for each expense.
• Mark as pending any payment not yet completed.
• Save as draft those records requiring additional information before confirmation.
• Apply filters by dates, type, agent, or company to review and analyse transactions when necessary.

Summary of expense management in Inmovilla

The Expenses module of Inmovilla offers a complete solution to record commissions and other costs associated with real estate activity, allowing their association to companies and agents, tracking their payment status, and detailed breakdown of taxable base, VAT, IRPF, and total amount. Advanced filtering functionalities, multiple selection, data export, and draft management contribute to thorough and organised control of accounting information, facilitating efficient and transparent administration.