FEATURE · EXPENSES

Expense tracking

Every expense for the house in one handy overview. Members submit costs and attach a receipt or photo; admins approve, adjust, or reject.

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Admin view of the Ripazo expenses dashboard with three totals — pending review, approved-not-yet-reimbursed, and reimbursed this year — alongside a submit form and a full list of past expenses with approve and deny controls.Edit expense dialog on the Ripazo dashboard with description, amount, category, paid-by, date, receipt upload area, and an admin note field.Member view of the Ripazo expenses page with a simpler submit form and a personal 'My Expenses' list showing a pending desk purchase.

Ripazo's expense tracking replaces the shared spreadsheet that no one keeps up anymore. Log an expense with a receipt photo, pick a split rule, and the system keeps running totals per member. Up to you whether you settle at the end of the season or right away. One overview shows who paid in and who still gets money back.

HOW IT WORKS

How does expense tracking work?

  1. 01

    Log a cost with a receipt photo

    Snap the receipt, add a short description, tag a category. The amount, date, and payer go in once. The original photo stays attached, so you can always see which receipt belongs to which expense and whether it has been reimbursed.

  2. 02

    Track who's been reimbursed

    For each expense, mark whether the payer has been paid back, or whether no reimbursement was needed. You split the cost yourself and update the platform when it's settled or still pending.

  3. 03

    Look back as far as you need

    Each expense shows who paid what, when, which receipt belonged to it, and even which items were on it. Was that garden set for the front or the back garden? One look at the receipt photo and you know.

Paper sales receipt from The Garden Depot for a cedar patio dining set, six garden chair cushions, and a large patio umbrella totalling $1,784.40 — sitting on a wooden table next to a pen and coffee cup.

Snap a receipt

Photo, amount, category. Logged in fifteen seconds.

Equal, custom, or by usage

Pick the rule that matches the cost, not the spreadsheet.

Reimbursements

Admins approve, adjust, or reject. Mark each expense as paid back or still pending.

WHO IT'S FOR

Who uses Ripazo's expense tracking?

  • The family member who bought the new water glasses

    Any expense for the house, big or small, can be logged in the overview to request reimbursement.

  • The admin who runs the finances

    Review each submitted expense and approve, adjust, or reject. On approval, mark whether the payer has already been reimbursed.

  • The accountant at tax time

    Every cost for the house can matter at tax time. The overview is sorted by category, so everything connected to the house sits in one place.

This pairs well with

Shared booking calendar

Costs tie to a specific stay and split by who was there that week.

Read more

House knowledge base

Vendor invoices and warranty docs live next to the cost they relate to.

Read more

Owner admin panel

Restrict the expenses page to owners only — guests can use the house without ever seeing what it costs.

Read more

Questions about expenses

How does expense approval work?

Every submission starts as 'pending'. An admin reviews it, optionally adds a note, and approves or denies. Approved expenses stay in 'to reimburse' until an admin marks them paid, usually when the bank transfer actually happens. The submitter is notified at each step by email if their preferences allow.

Can we categorize expenses (cleaning, repairs)?Owner

Yes. Admins can add, rename, and reorder expense categories from Admin → Expenses. Every property gets a starter set (for example: cleaning, utilities, maintenance, supplies) you can replace with categories that match your house. Every expense carries a category, so year-end summaries split cleanly by type.

Can expenses be recorded in different currencies?Owner

Each property has a single default currency (euro, dollar, pound, Swiss franc) set once from Admin → Expenses. All expenses for that property are recorded in the default currency so totals and splits stay clear. If you co-own two houses in different countries, each Ripazo page keeps its own currency.

Does Ripazo connect to our bank account?

No, by design. Ripazo never touches bank accounts, credit cards, or money transfers. Most families don't want a shared house app anywhere near their private banking. You enter expenses yourself or upload a receipt photo; the actual reimbursement happens through your usual bank transfer, Tikkie, or PayPal.

See how expenses fit with the rest

Expenses are part of a seven-feature shared dashboard. Watch the 3-minute walkthrough.

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