Record income and expenses, categorize spending, and maintain accurate financial records.
Migrating to HostHive? Bring your historical transaction data with you—no manual re-entry required.
That's it. HostHive handles the rest.
| Format | Examples |
|---|---|
| CSV | Any spreadsheet export, bank downloads |
| Excel | .xlsx, .xls files |
| QuickBooks | .qbo, .qfx, or exported CSV |
| Bank exports | Chase, Bank of America, Wells Fargo, and more |
| Stessa | Exported transaction lists |
HostHive automatically suggests categories for your imported transactions based on:
Most imports have 90%+ accuracy. You can change any suggestion before importing.
Already have some transactions in HostHive? We'll detect duplicates automatically and skip them. You'll see exactly how many will be skipped before you confirm.
"We couldn't understand this file"
Your file might be in an unusual format. Try:
Some transactions are missing
Check that every row has a date and amount. Rows missing required data are skipped.
Wrong categories suggested
No problem—change any suggestion before importing. Your changes help future suggestions get smarter.
Navigate to Finance to see all transactions. The table shows:
| Column | Description |
|---|---|
| Summary | Transaction description with income/expense indicator |
| Category | Assigned category badge |
| Property | Associated property |
| Date | Transaction date |
| Approval | Pending, Approved, or Rejected |
| Amount | Green (income) or red (expense) |
Find specific transactions using filters:
| Filter | Purpose |
|---|---|
| Search | Find by description text |
| Type | Income, Expense, or All |
| Category | Specific accounting category |
| Approval | Pending, Approved, or Rejected |
| Property | Specific property |
| Date Range | Start and end dates |
Click Clear Filters to reset.
Record income or expenses manually.
Recording an expense:
Type: Expense
Amount: 85.00
Summary: Cleaning supplies
Category: Supplies
Property: Beach House
Recording income:
Type: Income
Amount: 200.00
Summary: Guest service payment
Category: Service Income
Property: Beach House
Categories organize transactions for meaningful reports.
For new transactions:
The category dropdown shows relevant options based on income/expense type.
For existing transactions:
For bank imports:
Assign category during the approval process.
| Income | Expense |
|---|---|
| Booking Revenue | Cleaning Services |
| Cleaning Fees | Maintenance & Repairs |
| Service Fees | Supplies |
| Late Fees | Utilities |
| Damage Fees | Insurance |
Update transaction details as needed.
| Field | How to Edit |
|---|---|
| Category | Dropdown in detail panel |
| Property | Dropdown in detail panel |
| Linked Appointment | Link/Unlink actions |
| Linked Recurring Service | Add/remove service links |
| Receipts | Add/delete images |
| Comments | Add new comments |
Switch between income and expense:
Use this when a bank import incorrectly classified the transaction.
For pending transactions (from bank imports):
Note: Consider rejecting instead of deleting bank imports to maintain an audit trail.
Update multiple transactions at once.
| Action | What It Does |
|---|---|
| Approve All | Approve all selected |
| Reject All | Reject all selected |
| Cancel | Deselect all |
When processing bank imports:
| Action | What It Does |
|---|---|
| Set Property | Apply same property to all selected |
| Set Category | Apply same category to all selected |
| Approve | Approve all selected |
| Decline | Decline all selected |
Attach receipt images to transactions.
Save receipts for later attachment:
Useful when you receive a receipt before the bank import arrives.
Connect transactions to appointments or recurring services for better tracking.
For ongoing services like pool cleaning or lawn care:
Bundled billing example:
A $500 invoice covers pool ($300), hot tub ($125), and equipment ($75):
Check: Is the category set for the right type (income vs expense)?
Fix: Go to Settings > Categories and verify the category type.
Cause: Both property and category must be assigned.
Fix: Select a property AND a category before clicking Approve.
Fix: Enter as positive number without currency symbols (e.g., 125.50).
Cause: No properties created or you don't have access.
Fix: Check Properties page or contact your Admin.