Overview
These steps apply to users managing admin or corporate accounting in Propra — typically for companies that handle expenses at the corporate (admin) level and then bill back individual properties for reimbursement.
This process is useful when your company pays an invoice on behalf of multiple properties, such as insurance, utilities, or shared service costs.
In this example, we’ll walk through how to record a single insurance invoice that covers multiple properties.
Step 1: Create the Bill from Your Admin Account
Go to your Accounting section and select Bills → Enter Bill or using the bill scanning feature (Professional and Enterprise plans)
For the Property, select your company (admin).
Choose a Billable Expense account (e.g., Insurance Expense – Billable).
Enter the vendor (e.g., ABC Insurance Ltd.) and invoice amount.
In the Description, clearly state what the bill covers.
Upload the invoice document for record keeping.
Post the bill.
If you use the bill scanning feature the bill will appear in the Approvals page. Please review for accuracy.
Step 2: Post the Bill as Paid
Once your company has paid the invoice (outside of Propra, via your admin account):
Return to the bill in Propra under the payables page.
Select the bill and then Post and record the payment date and method or select Process if using Autopay for payment.
Posting confirms that the expense was paid by your company, Process will move the bill to the approvals page to be processed via Autopay. Once the payment is approved the bill will be paid.
Step 3: Bill Each Property to Reimburse the Admin Account
Now that the admin has paid the full invoice, it’s time to reimburse the company by charging each property for their share.
Create a new bill for each property covered by the original invoice. (when posting the first bill select Post and New which will allow you to create another bill, or once the first bill is created you can select the three dot menu on the bill and copy the bill, then simply change the property)
For the Payee, select your company name (admin) — this indicates the property is reimbursing the admin account.
Enter the portion of the total invoice that belongs to that property.
Example:
200 Plainsview Dr → $252.11
MacDonald Pl → $252.11
1400 Argyle St → $252.11
Add a clear Description referencing the original admin invoice.
Add any notes that would help another member on your team know what this bill is for or any additional information needed.
Select to create a revenue entry for your company so the reimbursement is recorded as income in your admin books. This will create a receivable for your company.
Post each bill.
Step 4: Review the Invoice in Your Receivables
Because you selected Create Revenue Entry, Propra automatically generates an invoice in your Receivables table for the total amount owed to your company.
This shows the reimbursement that each property owes to your admin account.
Once the properties “pay” these bills, you can go to the receivables page and post these revenue invoices as paid.
✅ Summary
You’ve now:
Recorded the original invoice paid by your admin account
Posted it as paid
Billed each property for their share
Created a receivable entry showing reimbursement to your company
This method ensures your admin books stay accurate while each property is charged its fair portion of shared expenses.
💡 Pro Tip
Always attach the supporting invoice and include clear notes for transparency — this makes reconciliation and reporting much easier later.