> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Financials
> Income, expenses, acquisition, debt service, ROI, and custom categories for the owned portfolio.
Financials is where recorded money lives in Manage. Open it from **Financials** in the Manage sidebar. The numbers follow the property filter and the period at the top of the page: **Current month**, **Last month**, **Year to date**, **Lifetime**, or **Custom date range**.
**Key things to know**
* Tables are **Summary**, **Income**, and **Expenses**.
* Cash-flow ROI uses operating income minus operating expenses. Purchase, confirmed buying cost, capital spending, and debt service are tracked separately.
* A rehab budget and an unconfirmed buying-cost estimate do not count as money spent.
* Do not also enter the purchase price or the confirmed buying cost as a normal expense. That would count them twice.
## Metrics
| Metric | What it shows |
| - | - |
| **Income** | Rent and other income in the period. Detail: **Earned this period**. |
| **Expenses** | Operating and capital costs in the period, including portfolio-level operating expenses. |
| **Operating costs** | Recurring costs such as maintenance, insurance, taxes, and management. Debt service is called out beside this tile when you have loan payments in range, and it is not folded into the operating total. |
| **Capital costs** | Recorded improvements such as a roof, HVAC, or renovation. |
| **Acquisition costs** | Purchase price plus confirmed buying cost in the period. Estimates are excluded. |
| **Rent collected** | Rent received compared with expected rent, as an amount and a percent. |
| **Annualized ROI** or **Lifetime ROI** | Cash flow compared with purchase price, confirmed buying cost, and recorded capital expenses. **Lifetime ROI** is cumulative. Other ranges annualize average monthly cash flow. |
| **Rehab budget vs. actual** | The property-card rehab budget compared with recorded rehab payments through the period end. |
Click **Rehab budget vs. actual** to open the comparison for each property. The budget is the number on the property card. The actual is money already categorized as rehab. A property with no budget shows that no rehab budget is set.
## Summary, income, and expenses
One row per property: income, operating expenses (**OpEx**), capital expenses, net cash, ROI, and acquisition. A **General** row appears when income or expenses are not assigned to a property. Click an address to open the property card.
One row per recorded payment or other income. Columns include the property, unit, date, category, amount, and notes. A blank property is filed as **General**. Select rows and use **Delete Selected** to remove records you entered. Edit a row, then **Save** or **Cancel**.
The same row layout as income, plus an expense type of **OpEx** or **CapEx**. Filter with **All**, **OpEx**, **CapEx**, or **Acquisition**. The filter changes both the rows you see and the footer totals.
**Full screen** is available on these tables and keeps the rows you are editing.
### Expense filters
| Filter | Included |
| - | - |
| **All** | Expenses, acquisition, and the debt, tax, and insurance reference rows. |
| **OpEx** | Operating expenses only. |
| **CapEx** | Recorded capital expenses only. |
| **Acquisition** | Purchase price and the confirmed buying cost, dated to the purchase date. These rows are labeled **Purchase Price** and **Buying cost**. |
**Debt Service** is a summary row when you are on **All**. It shows how many loans fall in the selected range. Click the row, or **View**, to open the loans. Record the payment from the loan. Do not type that same total again as an expense. See [Portfolio](/manage/portfolio).
Acquisition rows are edited from the property or the budget panel. They are not deleted like a normal transaction. Use **Edit** on the row.
## What counts as money spent
Rehab budget, and buying cost that you have not confirmed, stay plans. Portfolio can show them as planned investment. They do not create an expense, an acquisition row, or ROI basis.
Open **Rehab budget vs. actual** or the acquisition row and save **Actual buying cost**. The suggested amount is the card's buying cost: agent fee, closing, and extra rows, or your organization presets when the deal has no override, priced at the purchase price. A previously confirmed amount stays until you edit it.
Categorize those bills as **Rehab / renovation**, or as a custom category you marked for rehab tracking. They count through the end of the selected period, even if the period started later. OpEx rehab payments count toward the budget and do not increase capital investment.
Purchase price and confirmed buying cost already appear as acquisition. Entering them again as expenses double-counts them.
**Rehab / renovation** defaults to CapEx. A single transaction can still be OpEx, for an ordinary repair. Older payments are not recategorized for you. To include one in the rehab comparison, edit its category. Do not add a second payment for the same bill. Expenses with no property do not count toward a property's rehab budget or investment basis.
Investment basis for ROI is purchase price + confirmed buying cost + recorded capital expenses through the period end.
Changing purchase details, the rehab budget, or calculator settings on a managed property card asks you to confirm before Financials updates. Confirming calculator buying cost records the amount at the purchase price, separate from a What If price.
## Categories
Inside an income or expense category menu, including statement review, choose **+ Add category**. Categories belong to your organization.
Expense categories have a default of **OpEx** or **CapEx**. Each transaction can override that default. You can also flag a category so its payments count toward the rehab budget.
**Manage categories** archives or restores a category.
* Archived categories disappear from new picks.
* They remain on old rows, with the same label and the same rehab-tracking flag.
* Archiving does not change amounts or flip OpEx and CapEx on history.
* To rename a category, or to change its default type, create a new one and archive the old one.
* Two categories of the same type cannot share a name, including an archived name.
A financial spreadsheet can use your active category names. See [Import](/manage/import).
The percent is operating cash flow divided by investment basis, then annualized unless you picked **Lifetime**. Loan payments, the purchase, and capital projects are outside the numerator. Lifetime is cumulative and is labeled **Lifetime ROI**, not an annualized figure.
Income or expenses with no property land on **General**. They still total into the page. They do not attach to a property's rehab budget or that property's investment basis.
Editing a saved financial row keeps its unit. If the unit cannot be resolved, the save is blocked instead of silently moving the row to the whole property. Pick a unit that still exists, or fix the unit on Portfolio first.
Rows that failed stay selected. Refresh if a record was already removed, then retry. Acquisition rows are not part of that delete.
Statement upload and the financial spreadsheet both land in a review step on this page before anything is saved. See [Import](/manage/import).
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