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How does your team keep track of expenses on the maintenance side?
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Topic: How does your team keep track of expenses on the maintenance side?

Ericka Peppers's Avatar Topic Author
Ericka Peppers
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How does your team keep track of expenses on the maintenance side?
Posted 2 years 5 months ago
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Windy Rice Archibald's Avatar
Windy Rice Archibald
Recurring POs for the year and POs as you go!
Posted 2 years 5 months ago
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Michelle Leigh's Avatar
Michelle Leigh
What if the company doesn’t have a PO system in place?
Posted 2 years 5 months ago
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Windy Rice Archibald's Avatar
Windy Rice Archibald
Back in the day, I've used an excel based spreadsheet for a declining budget. Basically subtracting the planned purchases from the budget as you go. A little harder to keep track of, but effective if used properly.
Posted 2 years 5 months ago
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Michelle Leigh's Avatar
Michelle Leigh
Yep, on it. Old school. Thank you, we’re trying to find other creative measures in hopes to reduce workload and be effective.
Posted 2 years 5 months ago
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Amy M Baker's Avatar
Amy M Baker
A good old spreadsheet would have been my suggestion too! Do you have the one we used to use somewhere on your computer (I know it's been awhile) I can't tell you how many times I wish I had that spreadsheet still!
Posted 2 years 5 months ago
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Vicki Hurley's Avatar
Vicki Hurley
Make one on paper. Like the ole days
Posted 2 years 5 months ago
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Miles Scruggs's Avatar
Miles Scruggs
I must not understand the question. The same way you keep track of any expense. When you pay for things you account for them if you don’t then money magically evaporates and people get grumpy. This isn’t unique to maintenace it is for any expense.
Posted 2 years 5 months ago
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Ericka Peppers's Avatar Topic Author
Ericka Peppers
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we have Expensify for expenses but our maintenance team gets a budget and they are wanting a easy way to help keep track of their “bucket”. I specified maintenance bc it wouldn’t indicate someone who is not behind a computer.
Posted 2 years 5 months ago
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Michelle Cornelison-Cruz 's Avatar
Michelle Cornelison-Cruz
We use Ops with RealPage and it is a PO type of system that checks your budget with every PO you enter.
Posted 2 years 5 months ago
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Nancy Atkinson Muehl's Avatar
Nancy Atkinson Muehl
Our software tracks our GLs
Posted 2 years 5 months ago
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Regina Centamore's Avatar
Regina Centamore
They have access to see their budget and expenses
Posted 2 years 5 months ago
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Elise Thurman Mendoza's Avatar
Elise Thurman Mendoza
We use an excel spreadsheet that has the budget uploaded for each month and as something is purchased by maintenance they add that expense to sheet and it shows their running balance in each category. I also use this sheet before close out to track invoices to make sure we have received them all
Posted 2 years 5 months ago
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How does your team keep track of expenses on the maintenance side?