The Expenses section gives you one place to see everything you spend on your rentals — your maintenance costs and any other expenses you track by hand. This guide covers adding manual expenses: costs that aren't repairs, like property taxes, insurance, subscriptions, or professional fees. Guardian Landlord is a record-keeping tool — learn more about how it works.

Adding a manual expense

  1. Go to Expenses in the dashboard sidebar and click Add expense.

  2. Enter the date and amount.

  3. Pick a category — Taxes, Insurance, Mortgage interest, Utilities, HOA fees, Subscription, Supplies, Professional fees, Advertising, Travel, or Other.

  4. Add a short description, and optionally a vendor and notes.

  5. Optionally tie the expense to a property. Leave it on Portfolio-wide for costs that span your whole portfolio, like a software subscription.

  6. Attach receipts or documents (images or PDF), then click Add expense.

Editing and deleting

Every manual expense appears as its own row in the Expenses table with a Manual tag. Use the Edit and Delete links on the row to change or remove it. Maintenance costs aren't edited here — those come from the request itself.

One combined view

Manual expenses sit in the same table as your maintenance costs, sorted by date, with a combined total at the top. Filter by property or date range to narrow things down — the filter applies to both kinds of expense.

Filtering by a specific property shows that property's expenses; portfolio-wide expenses appear in the unfiltered view.

Exporting

Export everything — maintenance and manual — to CSV, Excel, or PDF from the Expenses page. Manual expenses appear with a [Manual] label so they're easy to spot in the file. Handy at tax time or for sending to an accountant.

Logging a repair cost instead

Repair costs don't go here — they come from resolved maintenance requests automatically. To record one yourself, see logging a maintenance request yourself.