Transactions help track expenses, reimbursements, and other financial activity in Hospitable. Transactions can appear on owner statements, sync with connected accounting software, and be included in reporting features like the Profit & Loss Report.
Add a Transaction
Go to Operations → My Business → Transactions
Click + Add Transaction
Choose whether to create a:
Business transaction
Property transaction
Complete the transaction details
Click Save
Property Transactions
Property transactions are tied to a specific property and can appear on owner statements depending on the transaction settings.
Examples include:
Maintenance expenses
Supplies
Owner reimbursements
Cleaning-related costs
Transaction Details
The Date of transaction determines which monthly statement the transaction appears on.
For example:
A transaction dated August 2 will appear on the August statement
If the statement is already published, the transaction will appear on the next unpublished statement
If a statement for the transaction month has already been published, the transaction will appear on the next unpublished statement instead.
Recurring Transactions
Transactions can repeat:
Weekly
Monthly
Every booked night
Per reservation
Weekly
Creates a new transaction every week starting from the selected transaction date.
Common use case:
Pool cleaning services
Monthly
Creates a new transaction every month starting from the selected transaction date.
Common use case:
Trash services
Internet bills
Every booked night
Creates a single monthly transaction where the quantity increases based on the number of booked nights during that month.
Example:
A resort charges $100 per booked night
Per reservation
Automatically creates a transaction whenever a new reservation is received for the selected property.
Upload Receipts
You can upload receipts to transactions so they appear on the relevant statement.
🚨 Receipts cannot be uploaded when creating recurring transactions. You can upload them after the scheduled transaction has been posted.
Transaction Items
Transaction items determine what appears on owner statements.
For each line item:
Select the property
Add an owner-friendly description
Choose a category
Enter the amount
Optionally add a markup
Supported categories include:
Supplies
Maintenance
Uncategorized
The line item total is calculated as: Amount + Markup
To add additional items, click + Line.
🚨 Recurring transactions can only contain one transaction item.
Markups
Use the Markup field to charge owners an additional amount beyond the original expense.
Example:
Supplies cost: $17.23
Additional markup: $50
Total charged to owner: $67.23
Track a Property Expense Without Charging the Owner
Sometimes you'll want to record a property-level expense (for example: a marketplace cleaning, a host-cancellation fee, or property supplies you're absorbing) without billing it to the owner.
You can record a property expense without adding it to the owner’s statement.
When you add or edit a property transaction — either one-off or recurring — you'll see a Charge owner on statement checkbox:
On (default) — Standard behavior. The transaction appears on the Owner Statement or Invoice and is deducted from (or added to) the owner's balance.
Off — The transaction is treated as a business expense that you, the manager, absorb. Specifically:
❌ It does not appear on the Owner Statement or Invoice.
❌ It does not affect the owner's balance, payout, or invoice total.
✅ It still appears on the Profit & Loss report under that property.
✅ It still syncs to connected accounting software (for example, QuickBooks) as a business expense attributed to the property.
Common examples:
Cleaning Marketplace charges you are absorbing
Host cancellation fees
Supplies paid for by your business
When creating or editing a property transaction:
Untick Charge owner on statement
Save the transaction
What Happens When This Option Is Disabled
When Charge owner on statement is unticked:
The transaction does not appear on owner statements or invoices
Owner balances and payouts are unaffected
The expense still appears in the Profit & Loss Report
The expense still syncs to connected accounting software
Use Business transactions instead for expenses that are not tied to a specific property, such as software subscriptions or company-wide operational costs.
Business Transactions
Business transactions are expenses or financial activity related to your business rather than a specific property.
Business transactions:
Do not appear on owner statements
Do not affect owner balances
Are included in accounting reports
Sync to connected accounting software
Common examples:
Software subscriptions
Company operating expenses
Administrative costs
Accounting Sync
By default, all transactions sync with connected accounting software.
To exclude a transaction from syncing:
Open the transaction
Untick Sync with accounting
Save the changes
Add a Manual Reimbursement for an Owner
You can manually credit funds back to an owner using a reimbursement transaction.
Before You Start
Ensure the owner statement is still unpublished.
Create the Reimbursement
Add a new transaction
Select Reimbursement as the category
Enter the amount as a positive number
Include the reservation reference in the title
Save the transaction
When using the Reimbursement category, the amount is credited back to the owner on the statement.
Manual reimbursements adjust the final owner balance only. They do not modify the original reservation payout breakdown.
Import Transactions Using CSV
You can bulk import transactions by uploading a CSV file.
Supported CSV Columns
Your CSV file must use these exact column headers:
Propertybusiness(optional)datedescriptioncategoryamountmarkup
CSV Formatting Requirements
Property
Use the property ID, not the business name.
Date
Dates must use this format:
YYYY-MM-DD
Category
Categories must:
Match the Hospitable Category List exactly
Be entered in lowercase
Example:
maintenance✔Maintenance✘
Amount
Amounts must contain only numbers and decimals.
Examples:
1500✔1,500✘$1500✘
Import Transactions
Go to Operations → Your Business → Transactions
Click Import
Download the:
Template CSV
Category List
Complete the CSV file
Upload the file to import transactions
FAQs
Can I associate one transaction with multiple properties?
Can I associate one transaction with multiple properties?
Yes. A one-off transaction can include multiple line items, and each line item can be assigned to a different property.
Example:
A supply purchase split across multiple owner properties
Each owner only sees the portion associated with their property.
What happens if I add a transaction for a past month?
What happens if I add a transaction for a past month?
This depends on whether the statement has already been published.
If the statement is still In Review, the transaction appears on that month’s statement
If the statement has already been published, the transaction appears on the next unpublished statement
Why isn't my new transaction showing up on the statement I was expecting
Why isn't my new transaction showing up on the statement I was expecting
Transactions only flow into statements that are still in In Review status. If the statement for the month you're targeting has already been Published or marked Paid, it is locked and won't pick up new transactions retroactively. Instead, the transaction will appear on the next unpublished statement.
To get a transaction onto a specific month's statement:
Open the statement and confirm it is still In Review. If it's already Published, you'll need to unpublish it first (only possible if it hasn't been marked Paid).
Set the transaction date to a date within that statement's month.
Save. The transaction will appear as a line item on the statement.
If the statement has already been marked Paid, it is permanently locked and cannot be edited — not even by the Hospitable support team. In that case, add the transaction to the next unpublished statement and, if needed, include a note in the description explaining what it relates to.