Snap a Receipt, Split It Across Properties, Bill It Back to Tenants
Drop receipt photos in and AI extracts the vendor, date, amount, and tax. Distribute one expense across multiple units. Convert any tenant-allocated portion into an invoice with a click. Built for the realities of Canadian landlording.
Key Benefits
See how this feature helps Canadian landlords save time and stay compliant
AI Receipt Scanning
Drag and drop JPEG, PNG, WebP, HEIC, or PDF receipts (up to 20 at a time). The AI parses vendor, date, amount, and tax in the background. You review and confirm. Monthly limit scales with your unit count.
Multi-Property Distribution
A single $1,200 furnace repair invoice can be split across two units in the same building. Each distribution captures the property, unit, and contract independently with its own amount and tax handling.
Per-Distribution Tax Override
Sometimes one part of an expense is GST-recoverable and another part is not. Override taxes per distribution so your books reflect the actual GST/HST treatment instead of forcing a single tax on the whole expense.
Chargeback to Tenant Invoices
When an expense should be billed back to a tenant (sub-metered utilities, damage repairs, ordered supplies), one click converts the contract-linked distribution into a tenant invoice. Captured at expense time or retroactively.
Vendor Linkage
Every expense can link to a vendor in your contact list. Pull a vendor history to see total spend, frequency, and the specific work done across your portfolio. Useful for renegotiating rates or evaluating vendor performance.
Receipt Photos Stay Attached
Every expense keeps the original receipt photo or PDF attached. When CRA asks for proof of an expense five years later, click the expense and the receipt is right there. No shoebox archaeology.
From Receipt Pile to Posted Expense in Four Steps
Get started in minutes with our simple, intuitive process
Drop Receipts in the Bulk Importer
Open Bulk Import, drag in up to 20 receipt files at a time (JPEG, PNG, WebP, HEIC, PDF). The system saves them and queues an AI parsing job per receipt.
AI Extracts Vendor, Date, Amount, Tax
Background jobs read each receipt and pre-populate the expense form. You review what was parsed, correct anything that needs fixing, and link to the right vendor.
Distribute Across Properties or Units
For shared expenses, split the amount across multiple distributions. Each distribution gets its own property, unit, contract (optional), category, and tax. Distributions can be uneven (e.g., 70/30 split).
Post or Charge Back
Post the expense to the GL when ready. For distributions tied to a tenant's contract, click "Invoice This Distribution" to create a tenant invoice for the chargeback. The expense and the chargeback invoice stay linked.
A Real Chargeback Example
Sub-metered water bill arrives. Here is how Tenant Buddy handles it.
$340 water bill arrives for the building
Drag the PDF into Bulk Import. AI extracts the vendor (City of Toronto Water), date, and amount.
Split across the three units in the building
Unit 1: $120 (50% usage), Unit 2: $130 (40% usage), Unit 3: $90 (10% usage). Each distribution links to the unit and the active contract.
One click: "Invoice All Distributions"
Tenant Buddy generates three tenant invoices, one per unit, each with the correct chargeback amount, ready to send.
Audit trail intact
Each tenant invoice links back to the original water bill. Each chargeback shows exactly which expense it came from. Books balanced, tenants billed, you keep your evening.
Frequently Asked Questions
Find answers to common questions about property management software for Canadian landlords
Expense Tracking Questions
JPEG, PNG, WebP, HEIC, and PDF. Up to 10MB per file, up to 20 files in a single upload. The HEIC support means you can drag photos from your iPhone Photos app without converting them first.
AI receipt parsing scales with your unit count — the more units you have on your plan, the higher your monthly receipt parsing limit. Drag the slider on the pricing page to see your exact monthly limit. If you ever need more on a one-off basis, you can still create expenses manually with no limit.
Yes. Each expense supports unlimited distributions. Each distribution has its own property, unit, contract (optional), category, amount, and tax. Distributions can be uneven, so a $340 water bill can split 50/40/10 if that matches actual usage.
Each distribution can override the default tax handling. So if part of an expense is GST-recoverable (like a repair to a commercial unit) and another part is not (like a personal-use portion), each distribution captures the correct tax independently.
A chargeback is when a landlord pays for something on behalf of a tenant and bills it back. Common cases: sub-metered utilities, tenant-caused damage, supplies the tenant requested. In Tenant Buddy, any expense distribution linked to a contract can be converted into a tenant invoice with one click. The expense and the resulting invoice stay linked for audit purposes.
Today the bulk importer accepts receipt images and PDFs. CSV and bank-statement import are not yet supported. The receipt-image flow combined with AI parsing typically replaces the need for CSV import for most landlords.
Recurring expenses are not yet supported as a built-in feature. You can duplicate a previous expense as a starting point, or create a template-style expense and copy it monthly. Recurring expenses are on the roadmap.
Every expense posts proper journal entries to the General Ledger using the categories you configured. Pair this with our rental accounting and CRA-ready financial reports for an end-to-end picture.
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