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 |
You don't have to save month-end paperwork for month-end. The Finance page has one spot for everything: "Drop receipts, invoices, or your earnings export." Drop files in as they arrive, and they'll be ready when it's time to review.
Each file shows a small status chip as it goes: Uploading… → Saved. Receipts, invoices, and photos are saved and their text is read automatically, so your assistant can match them to transactions later.
If a file shows "Couldn't read text," don't worry—the file is still saved and your assistant can still see it. A clearer photo usually fixes it. See Troubleshooting for details.
Below the dropzone, a quiet count keeps you posted—"24 documents uploaded · your agent will match them to transactions"—and clicking it opens the list of everything you've uploaded.
Snapping receipts on your phone? Photos taken through the mobile app's Store Receipt flow land here automatically too.
Your Airbnb earnings report goes in the same spot:
HostHive recognizes it and confirms what it found: "Imported your earnings: 212 stays, 180 payouts."
Re-uploading is always safe. Drop the same file twice, or a new export that overlaps an old one, and nothing duplicates—you'll see "Earnings imported — up to date, nothing new to add" or "Earnings updated — 3 rows corrected." When in doubt, just upload again.
If you've given your assistant prepare access, month-end review gets much shorter. Tell your assistant something like "work on my transactions needing review"—it reads your pending transactions, your uploaded documents, your earnings, and your bookings, then prepares everything for one sitting.
When you open Pending Transactions, here's what's different:
Fields your assistant prepared arrive already filled in—category, property, and reservation. Each prepared row has one small "prepared by your agent" marker. Click it to see the assistant's reasoning and the receipt it attached. Change anything you disagree with; the fields are yours to edit.
Sometimes one bank deposit covers more than one stay—two same-day check-ins paid out together, for example. Your assistant spots these and proposes a split: "Your agent suggested splitting this payout across 2 reservations," with each piece listed. Click Approve split to accept, or No, don't split to keep it as one transaction.
You're still the only one who can approve—your assistant can never do it for you. When you approve a prepared row, HostHive saves the category, the property, and the reservation link in one go. Select all, approve, done.
If some selected rows have split suggestions, bulk approve handles the rest and points you to them: "Approved 12. 2 split suggestions need your review below."
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.