Resident Expenses
Keep track of residents' personal money, spending, receipts and balances, and reconcile them with your accounts software.
Turning on Resident Expenses
The organisation owner turns on Resident Expenses in Settings > Modules. By default owners and admins can do everything, managers can view balances, add funds and record expenses, and senior carers can view. Change this in Team > Manage role permissions.
Adding funds and recording expenses
Open a resident's Expenses tab and select Add Funds or Record Expense. Enter the amount, then the date, the method, a description and, for an expense, the category. You can upload a receipt from the transaction's page. If an expense would take a resident below zero, it is blocked unless you have permission to override it and give a reason.
Correcting a transaction
Transactions are never deleted or overwritten. Select Edit on a transaction to post a corrected version, or Reverse to cancel it. Both need a reason. The original stays in the history, marked as reversed.
Transactions are never deleted or overwritten. Select Edit on a transaction to post a corrected version, or Reverse to cancel it. Both need a reason. The original stays in the history, marked as reversed.
Reports
Expenses > Reports > Transactions filters transactions by resident, type, category, method, date and amount, and exports the results as a CSV.
Reconciliation
Reconciling takes a snapshot of all money in and out up to a date you choose and freezes those records, so the figures you check against your accounts software (such as Sage) can't change afterwards. Go to Expenses > Reports > Reconciliation and select Reconcile. Choose the whole organisation or one home, and the date to reconcile up to (today by default). Check the number of transactions and the money in and out, confirm, and the CSV downloads. You can download it again from the reconciliation list at any time, and it is always exactly as it was when you reconciled.
Who can reconcile
Reconciliation is a separate, strict permission. The organisation owner always has it and is the only person who can give it to anyone else, one person at a time, on that person's Team profile. Admins don't get it automatically, and it can't be given to a whole role.
Reconciliation is a separate, strict permission. The organisation owner always has it and is the only person who can give it to anyone else, one person at a time, on that person's Team profile. Admins don't get it automatically, and it can't be given to a whole role.
Frozen records
Once reconciled, nobody can add, edit, reverse or attach a receipt to a transaction dated on or before the reconciled date, unless they have reconciliation permission. Frozen transactions show a lock and the reconciliation reference, such as REC-2026-0001.
Fixing a discrepancy after reconciling
If you find a mistake when checking the CSV, someone with reconciliation permission can edit or reverse the frozen transaction, or add a missing one, with a reason. The change is marked as a post-reconciliation adjustment and listed against that reconciliation. The original snapshot never changes. The next reconciliation includes the adjustments, so you can enter them in your accounts software too.
If you find a mistake when checking the CSV, someone with reconciliation permission can edit or reverse the frozen transaction, or add a missing one, with a reason. The change is marked as a post-reconciliation adjustment and listed against that reconciliation. The original snapshot never changes. The next reconciliation includes the adjustments, so you can enter them in your accounts software too.
Undoing a reconciliation
If a reconciliation was done in error, the organisation owner can select Undo on the most recent one for that home or for the whole organisation, and give a reason. Its records are unfrozen and can be reconciled again. The original snapshot and the undo stay on record in Settings > Audit.