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

Topic Author
  • Thank you received: 0
3 years 1 month ago #53262 by Ericka Peppers
How does your team keep track of expenses on the maintenance side?
3 years 1 month ago #53262 by Ericka Peppers
Windy Rice Archibald
3 years 1 month ago #53263 by Windy Rice Archibald
Recurring POs for the year and POs as you go!
3 years 1 month ago #53263 by Windy Rice Archibald
Michelle Leigh
3 years 1 month ago #53264 by Michelle Leigh
What if the company doesn’t have a PO system in place?
3 years 1 month ago #53264 by Michelle Leigh
Windy Rice Archibald
3 years 1 month ago #53265 by 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.
3 years 1 month ago #53265 by Windy Rice Archibald
Michelle Leigh
3 years 1 month ago #53266 by 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.
3 years 1 month ago #53266 by Michelle Leigh
Amy M Baker
3 years 1 month ago #53267 by 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!
3 years 1 month ago #53267 by Amy M Baker
Vicki Hurley
3 years 1 month ago #53268 by Vicki Hurley
Make one on paper. Like the ole days
3 years 1 month ago #53268 by Vicki Hurley
Miles Scruggs
3 years 1 month ago #53269 by 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.
3 years 1 month ago #53269 by Miles Scruggs
Topic Author
  • Thank you received: 0
3 years 1 month ago #53270 by Ericka Peppers
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.
3 years 1 month ago #53270 by Ericka Peppers
Michelle Cornelison-Cruz
3 years 1 month ago #53271 by Michelle Cornelison-Cruz
Replied by Michelle Cornelison-Cruz on topic How does your team keep track of expenses on the maintenance side?
We use Ops with RealPage and it is a PO type of system that checks your budget with every PO you enter.
3 years 1 month ago #53271 by Michelle Cornelison-Cruz
Nancy Atkinson Muehl
3 years 1 month ago #53272 by Nancy Atkinson Muehl
Our software tracks our GLs
3 years 1 month ago #53272 by Nancy Atkinson Muehl
Regina Centamore
3 years 1 month ago #53273 by Regina Centamore
They have access to see their budget and expenses
3 years 1 month ago #53273 by Regina Centamore
Elise Thurman Mendoza
3 years 1 month ago #53274 by Elise Thurman Mendoza
Replied by Elise Thurman Mendoza on topic How does your team keep track of expenses on the maintenance side?
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
3 years 1 month ago #53274 by Elise Thurman Mendoza