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Automated Expenses Setup & Configuration

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The OwnerRez Property Management (PM) premium feature tracks all of your expense records for Commission, Taxes, and Damage Protection (if applicable) on new bookings. Automated expenses can automatically create owner expenses for related bookings or for scheduled recurring weekly or monthly expenses, covering costs such as lawn care, owner-booked cleanings, or HOA fees without manual entry. 

Be sure to read our Expenses Overview support article.

Type

When creating a new automated expense, determine whether it will be immediate, scheduled, or recurring. The available options and events change depending on the type you select.

To add an automated expense, navigate to PM > Expenses > Automated Expenses.When creating a new automated expense, determine whether it will be immediate, scheduled, or recurring. The available options and events change depending on the type you select. To add an automated expense, navigate to PM > Expenses > Automated Expenses.

Immediate

When the Immediate Type is selected, you can choose to add your automated expenses when a booking is created, when it is paid in full, or when it is canceled.

When the Immediate Type is selected, you can choose to add your automated expenses when a booking is created, when it is paid in full, or when it is canceled.

What type of immediate owner automated expenses can be created? PMs can create automated owner-booking cleaning fees, linen fees, or returning guest gifts as automated expenses.

Scheduled

When the Scheduled Type is selected, you can choose to add your automated expense at a specific time on the day of, before or after, or minutes before or after a booking event, such as a booking creation, guest arrival, or departure.When the Scheduled Type is selected, you can choose to add your automated expense at a specific time on the day of, before or after, or minutes before or after a booking event, such as a booking creation, guest arrival, or departure.

When would a scheduled automated expense be used? PMs can schedule automated expenses to be applied to mid-stay inspection fees or a resort wristband fee covered by the owner.

Do you want to automatically apply a scheduled supplies expense to each booking for items such as toilet paper, shampoo, and conditioner? Use the following settings to enable this.

Type: Scheduled > On the day of > Booking arrives > at 12: 00 PM

Actions: Category > Supplies

Expense Description: Guest Consumables

Amount Type: Flat Amount

Flat Amount: 5.00

Expense Date: Arrival date

PM Account: Operations

Do you want to automatically apply a supplies expense to each booking for items such as toilet paper, shampoo, and conditioner? Use the following settings to enable this.

Recurring

Recurring automated expenses allow you to apply them to properties or owners on a weekly or monthly schedule, starting on specific start and end dates or times of day, or after a set number of occurrences.Recurring automated expenses allow you to apply them to properties or owners on a weekly or monthly schedule, starting on specific start and end dates or times of day, or after a set number of occurrences.

Recurring automated expenses for owners can be applied to any fixed monthly or weekly expense, such as lawn care, pest control, or HOA fees.

Configure a monthly HOA fee using the following settings.

Type: Recurring

Recurrence: Repeat > Monthly > every 1 months

Day of Month: First day of the month

Time of Day: 12:00 AM

Start: 10/1/2026

End: Open-ended

Conditions: Property is > One Of > specific Property

Associate With > All Matching Properties

Expense Amount: 850.00

Category > HOA

PM Account: Operations

Expense Description: HOA Fee
Configure a monthly HOA fee using the following settings.

A weekly lawn care automatic expense can be configured as follows.

Type: Recurring

Recurrence: Repeat > Weekly > every 1 weeks

Repeat on Tuesday

Time of Day: 12:00 AM

Start: 10/6/2026

End: Open-ended

Conditions: Property is > One Of > specific Property

Associate With > All Matching Properties

Expense Amount: 100.00

Category > Lawncare

PM Account: Operations

Expense Description: Lawncare

Vendor: Larry's Lawn Service

A weekly lawn care automatic expense can be configured as follows.

Conditions

Set detailed conditions or criteria, such as restricting your automated expenses to specific channel bookings, particular properties, relevant tags, or specific date types. This allows you to precisely define when your expense is activated, giving you full control over which bookings or properties automatically incur expenses, allowing PMs to enhance accuracy and expense management.

Applicability

Applicability conditions include Booking Type (Guest or Owner), Property, Source (including custom sources), or Tag that you can apply to your automated expenses.

Want to automatically apply cleaning fees for owner bookings? You can configure that with the following settings.

Type: Immediate > Booking is created

Conditions: Booking Type is > One Of  > Owner

Conditions: Property is > One Of > specific Property

Actions: Category > Cleaning

Expense Description: Owner Booking Cleaning Fee

Vendor: Spic n Span Cleaners

Amount Type: Flat Amount

Flat Amount: 150.00

PM Account: Operations

Want to automatically apply cleaning fees for owner bookings? You can configure that with the following settings.

Does your owner cover the linen fee for guests? You can configure an automated expense to be applied to the owner for linen fees for each booking using the following settings.

Type: Immediate > Booking is created

Conditions: Booking Type is > One Of  > Guest

Conditions: Property is > One Of > specific Property

Actions: Category > Linens

Expense Description: Linen Fee

Amount Type: Flat Amount

Flat Amount: 150.00

Expense Date: Arrival date

PM Account: Operations

f you haven't read the Expenses Overview support article yet, do that first. Type Immediate Scheduled Recurring Conditions Applicability Dates Financial Gaps Guests Statuses Actions Description Forecast Type When creating a new automated expense, determine whether it will be immediate, scheduled, or recurring. The available options and events change depending on the type you select. To add an automated expense, navigate to PM > Expenses > Automated Expenses. Immediate When the Immediate Type is selected, you can choose to add your automated expenses when a booking is created, when it is paid in full, or when it is canceled. What type of automated expense can be created for an immediate expense? PMs can create automated owner-booking cleaning fees or linen fees as automated expenses. Scheduled When the Scheduled Type is selected, you can choose to add your automated expense at a specific time on the day of, before or after, or minutes before or after a booking event, such as a booking creation, guest arrival, or departure. When would a scheduled automated expense be used? PMs can schedule automated expenses to be applied to mid-stay inspection fees or a resort wristband fee covered by the owner. Do you want to automatically apply a scheduled supplies expense to each booking for items such as toilet paper, shampoo, and conditioner? Use the following settings to enable this. Type: Scheduled > On the day of > Booking arrives > at 12: 00 PM Actions: Category > Supplies Expense Description: Guest Consumables Amount Type: Flat Amount Flat Amount: 5.00 Expense Date: Arrival date PM Account: Operations Recurring Recurring automated expenses allow you to apply them to properties or owners on a weekly or monthly schedule, starting on specific start and end dates or times of day, or after a set number of occurrences. Recurring automated expenses can be applied to any fixed monthly or weekly expense, such as lawn care, pest control, or HOA fees. Conditions Set detailed conditions or criteria, such as restricting your automated expenses to specific channel bookings, particular properties, relevant tags, or specific date types. This allows you to precisely define when your expense is activated, giving you full control over which bookings or properties automatically incur expenses, allowing PMs to enhance accuracy and expense management. Applicability Applicability conditions include Booking Type (Guest or Owner), Property, Source (including custom sources), or Tag that you can apply to your automated expenses. Want to automatically apply cleaning fees for owner bookings? You can configure that with the following settings. Type: Immediate > Booking is created Conditions: Booking Type is > One Of  > Owner Conditions: Property is > One Of > specific Property Actions: Category > Cleaning Expense Description: Owner Booking Cleaning Fee Vendor: Spic n Span Cleaners Amount Type: Flat Amount Flat Amount: 150.00 PM Account: Operations Does your owner cover the linen fee for guests? You can configure an automated expense to be applied to the owner for linen fees for each booking using the following settings.

Dates

Date Type conditions that you can set to apply to your automatic expenses include the following.

  • Booked Time of Day
  • Booked On Date
  • Booked On Day of the Month
  • Booked On Day of the Week
  • Booked On Month of the Year
  • Arrival Date
  • Arrival Day of the Month
  • Arrival Day of the Week
  • Arrival Days from Now
  • Arrival Month of the Year
  • Contains a Holiday
  • Days between Booked and Arrival
  • Days between Booked and Departure
  • Departure Date
  • Departure Day of the Month
  • Departure Day of the Week
  • Departure Days from Now
  • Departure Month of the Year
  • Number of Nights
  • Season

Do you offer mid-stay inspection fees for bookings of 28 or 30 days or longer? You can create an automated expense to apply to mid-stay bookings for owners of specific properties by using these settings.

Type: Scheduled > Days After > Booking arrives

How long after? > 14 days > after > at 10:00 AM

Conditions: Property is > One Of > specific Property

Conditions: Number of Nights is > Greater Than or Equal To > 28 nights

Conditions: Booking Type is > One Of  > Guest

Actions: Category > Maintenance

Expense Description: Mid-stay Inspection

Amount Type: Flat Amount

Flat Amount: 100.00

Expense Date: Arrival date

PM Account: Operations

Do you offer mid-stay inspection fees for bookings of 28 or 30 days or longer? You can create an automated expense to apply to mid-stay bookings for owners of specific properties by using these settings.

Financial

Automated expense financial conditions or criteria include discounts or an optional surcharge.

Gaps

Gap conditions include the ability to apply your automated expense by the following booking Gap criteria: Arrival Gap (bookable), Arrival Or Departure Gap (bookable), or Departure Gap (bookable).

Guests

Automated expense Guests' criteria or conditions include Guest Type (New or Repeat Guest), Number of Adults, Number of Children, Number of Guests, or Number of Pets.

Does your owner provide gifts for returning guests that you purchase on their behalf and need to record as an automated expense? Create an automated expense for returning guest gifts using the following settings.

Type: Immediate > Booking is created

Conditions: Booking Type is > One Of  > Guest

Conditions: Property is > One Of > specific Property

Actions: Category > Supplies

Expense Description: Return Guest Gift

Amount Type: Flat Amount

Flat Amount: 50.00

Expense Date: Arrival date

PM Account: Operations

Does your owner provide gifts for returning guests that you purchase on their behalf and need to record as an automated expense? Create an automated expense for returning guest gifts using the following settings.

Statuses

The following Status conditions are available for automated expenses.

  • Card On File Status (Yes or No)
  • Check-In Status (Standard or Early)
  • Check-Out Status (Standard or Late)
  • Door Code Status (e.g., Code Not Generated, Code Failed to Generate, Code Generated Successfully)
  • Email Address On File Status (e.g., Has any email address, Has real email address (recommended), Has platform email address, Doesn't have any email address, Doesn't have real email address, Doesn't have platform email address)
  • Manual/Offline Payment Method Status (e.g., None, Check, Custom Instructions)
  • Payment Deposit Status (e.g., No Transactions, Not Recorded, Partially Deposited, Fully Deposited)
  • Payment Status (e.g., Zero Booking Total, Zero Paid, Partially Paid, Paid in Full)
  • Pending Status (Yes or No)
  • Phone Number On File Status (Yes or No)
  • Rental Agreement Signed Status (Yes or No)
  • Review Status (e.g., No Review, Reviewed 0 to 5 Stars, Reviewed - No Rating)
  • Security Deposit Status (e.g., None, Scheduled, Reserved, Released & Not Collected, Released & Collected Against, Failed)
  • Sentiment Status (e.g., No Sentiment, Angry, Negative, Neutral, Positive, Delighted)
  • Travel Insurance Status (e.g., Purchased, Available, Not Available)

Actions

Depending on the Automated Expense type (Immediate, Scheduled, or Recurring) selected, the Action section is where PMs add important automated expense information, such as which properties or owners to associate the expense with, the Expense Amount, the Expense Category, the PM Account (Operations or Escrow), the Expense Description, and the Vendor. 

PMs can delete an automated expense by clicking the upper-right Remove button and add additional similarly configured automated expenses by clicking the lower-left + Add another expense button.Depending on the Automated Expense type (Immediate, Scheduled, or Recurring) selected, the Action section is where PMs add important automated expense information, such as which properties or owners to associate the expense with, the Expense Amount, the Expense Category, the PM Account (Operations or Escrow), the Expense Description, and the Vendor. PMs can delete an automated expense by clicking the upper-right Remove button and add additional similarly configured automated expenses by clicking the lower-left + Add another expense button.

Description

Users can add an informational description to the Description field and save the automated expense as a draft by selecting the Create as a draft checkbox.Users can add an informational description to the Description field and save the automated expense as a draft by selecting the Create as a draft checkbox.

Forecast

PMs can see when future automated expenses will be created by clicking the Forecast button in the upper-right corner of the Automated Expenses grid.PMs can see when future automated expenses will be created by clicking the Forecast button in the upper-right corner of the Automated Expenses grid.