Add a Transaction:
Click Operations > My Business > Transactions > click +Add Transaction and select whether you're adding a Business or Property transaction
Fill the transaction details, and click Save
More about Property transactions
Property transactions show on Statements, and are charged depending on the type (expense or reimbursement). Transactions could align with a bank account transaction, but can be split across multiple properties (and therefore show on multiple statements).
The Transaction details section defines the Statement month that the transaction will appear on.
The Date of transaction represents the date you made the transaction. If you did a shopping trip on August 2nd, that transaction will show on your August statement. For repeating transactions, you should select the date that you'd like the transaction to start repeating.
A transaction can Repeat weekly, monthly or every booked night.
Weekly transactions will create a new transaction each week starting on the date of the transaction. This is great for fixed weekly expenses, like pool cleaning services.
Monthly transactions will create a new transaction every month starting on the date of the transaction. This is great for fixed monthly expenses, like a trash service.
Every booked night works a little different. A single transaction is created each month, and the QTY of that transaction increases for every night stayed in that calendar month. For example, the resort your property is in charges you $100/night that you host a guest.
Per Reservation A new reservation comes in for the same property specified in the recurring transaction. A transaction will be automatically added, based on that recurring transaction.
A Receipt can be uploaded, and will be accessible on the most relevant Statement. Receipts cannot be uploaded to repeated transactions when they're created, but they can be uploaded after the scheduled date passes and the transaction is posted.
The Transaction items section will show on Statements.
Select the Property that item is for.
Give it an Owner-friendly Description.
Select from a list of Categories: Supplies, Maintenance or Uncategorized.
The Amount is how much that particular item is.
The optional Markup column can be used if you charge your Owners a markup for the item. For example, Kitchen sponges might cost $17.23, but you charge an extra $50 Markup to account for your trip to the property to drop off the supplies.
The Total for the line item is the Amount + Markup.
To add more line items, click + Line and complete the fields. (Repeating transactions can only have one transaction item).
More about Business transactions
Business Transactions are used to account for transactions done on behalf of the business, not a specific property. Business transactions do not show on Owner Statements or Invoices, but are still included in Accounting features like the Profit & Loss Report, and pushed to your connected accounting softwares like QuickBooks.
More about Transactions and Accounting
Transactions are used in Accounting features, like the Profit & Loss Report and pushed to connected accounting softwares like QuickBooks as expenses.
By default, all Transactions sync with accounting. If for any reason you would like for a transaction to be excluded, uncheck the Sync with accounting box when creating the transaction.
Add a Manual Reimbursement to Credit the Owner
If you need to manually credit funds back to an owner (for example, to correct a reservation payout), you can add a reimbursement transaction.
To add a reimbursement:
Ensure the owner statement is unpublished.
Add a new transaction.
Select Reimbursement as the category.
Enter the amount as a positive number.
Include the related reservation reference in the title for record-keeping purposes.
When the Reimbursement category is selected, the amount will be credited to the owner and reflected on the statement.
Important Notes
The transaction date determines which month’s statement the reimbursement will appear on.
Because this is a manual transaction, it will not modify the original reservation’s financial breakdown — it simply adjusts the final balance owed.
Importing transactions in bulk using CSV
You can bulk import transactions into Hospitable by uploading a CSV file.
Supported CSV column titles
Your CSV must use these exact column headers:
Property (must be the property ID, not the business name)
business (optional; can be left blank)
date (must be in YYYY-MM-DD format)
description
category (must match a category from our Category List and must be entered in lower case)
amount (numbers and decimals only — no dollar signs or commas)
markup
How to import
Navigate to Operations > Your Business > Transactions
Click Import
On the Import page, download the templates/reference lists as needed (Template CSV + Category List).
Fill out your CSV using the supported columns above, then upload it to import your transactions.
Common errors and how to fix them
1) Category names must match our Category List exactly
Two common issues:
Some entries (like “uncategorized”) are not valid categories in our Category List.
Categories must be entered in lower case.
To avoid this, download the Category List from the import page and copy/paste category names directly from that list.
Examples:
maintenance✔Maintenance✘
2) Date format must follow the system format
The import requires dates in this format:
YYYY-MM-DD
If your spreadsheet uses a different format, reformat the column so the year comes first, followed by the month and day.
3) Amounts must be numeric
The amount field must contain only numbers/decimals, with no commas or currency symbols.
Examples:
1500✔1,500✘
Remove commas so the value is treated as a number.
Frequently asked questions
Frequently asked questions
Can I associate a single transaction with multiple properties?
A one-off transaction can have multiple line items, and each line item is associated with a property. If you've purchased 100 rolls of paper towels and plan to split the expense between 3 properties each owned by different Owners, you can accomplish this by adding a different line items for each property. Only the line item (and total amount) relevant to the specific property will show on the Statement.
If I add a transaction for a month that has already passed, which Statement will it appear on?
The answer depends on whether the Statement has been Published or not.
If you add a transaction for November 2nd, and your November Statement is already published, the transaction will show on the next unpublished Statement (e.g. December, if it's still In Review), ensuring you can still account for transactions that you might have forgotten to add in time.
If you add a transaction for November 2nd, and your November Statement is still In Review, the transaction will show on the November Statement.