Assistant Instructions & Template for Monthly Expense Reporting

This email is to provide you the format to be used for emailing me monthly expenses.

- You should email me the record of your monthly expenses as soon as possible after the last day of the month and no later than within the first 7 days of the month. On occasion I may ask you to provide billing for half month periods in case I need the information for returning security deposits.
- I will consider your expense email as your invoice for the hours listed and I will pay you for those hours based on the email.
- All other expenses such as cash reimbursements, third party, and credit card charges should be listed in this email for information purposes, however the receipts, invoices and information necessary for record keeping and accounting purposes should already have been emailed to me separately within 24 hours of when the expense was incurred, and most likely it should have already been paid.
- The last part of this email is an example of how your expense email should look, it may be easier to look at that first for understanding the format, as the following description may be more confusing without having reviewed the example.
- You should save this example as a template to be re-used each month. I would recommend starting a draft email at the beginning of each month and keeping notes of your hours directly in the draft email throughout the month. This way at the end of the month the information is already in the email and format needed and can be sent with just a little clean up and making calculations, but without needing to transfer the information. Though you are free to keep record of the expenses how it works best for you, I just need to receive the info in this format for my tax reporting purposes.

Expenses should be separated by property and unit:
4967 House
4967 Garage
7560 Condo
2112 Back
2114 Front
*hours spent on general things such as weekly update email/call and billing can be listed under the property that seemed to require the most work during that week or month.

Expenses should be separated in the following categories:
1. Hours - That you worked.
2. Reimbursements - Things paid with your own money that should have been reimbursed already.
3. Third Party - Expenses you are aware of that I need to pay or may have already paid.
4. Credit Card - Charges or returns that you made on the owners card.

Use the following formats for each group of hours or other expense:

For listing hours:
Mnth-Day, Weekdy Hr-Hr +/-15min., Descrip. email/call/meet w/ re: (drive+hrs.+drive), Hours.

For listing reimbursements:
Mnth-Day, Weekdy, $ value, Vendor name, Description of what was paid for.

For listing third party expenses:
Mnth-Day work completed, $ value, Vendor name, Description of work.

For listing credit card charges:
Mnth-Day, $ value, Vendor name as shown on receipt, Description what was purchased.

At the end of each properties hours section you should list the total hours and calculate the total $ value such as:
Total Hours This Property: hours x $ = $

At the end of the email you should list the total hours spent on all properties and calculate the total $ value owed for the month such as:
Total Hours All Properties: hours x $ = $

Here is an example of how your emailed record of monthly expenses should look:

Email template for assistant.

Subject:

January 2022 Monthly Expenses

Body:

Hi August,

Here is the past month's expenses for the LA properties.

///HOURS///
4967 HOUSE.
Jan-01, Fri. 08:00-08:30, call with August re: hiring, .5
Jan-01, Fri. 09:00-11:00, setting up listings, reading materials, responding to inquiries, 2
Jan-01, Fri. 13:30:00-14:30, responding to inquiries, coordinating with tenant L&S, 1
Jan-01, Fri. 18:30-20:30, showing & preliminary move out inspection (.5+1+.5), 2
Jan-02, Sat. 10:00-10:30, responding to inquiries, .5
Jan-02, Sat. 11:15-12:15, same, 1
Jan-02, Sat. 13:30-15:15, showing (.25+1+.5), 1.75
Jan-03, Sun. 11:00-11:30, responding to inquiries, .5
Jan-03, Sun. 14:00-14:30, same, .5
Jan-03, Sun. 18:30-20:45, showing (.5+1+.45), 2.25
TOTAL THIS PROPERTY: 12 X $25.00 = $300.00
4967 GARAGE.
Jan-04, Mon. 09:00-09:15, Call from Tenant Clay re: leaking faucet, .25
TOTAL THIS PROPERTY: .25 X $25.00 = $6.25
7560 CONDO.
None.
TOTAL THIS PROPERTY: 0 X $25.00 = $0.00
2112 BACK.
None.
TOTAL THIS PROPERTY: 0 X $25.00 = $0.00
HOURS - 2114 FRONT.
None.
TOTAL THIS PROPERTY: 0 X $25.00 = $0.00

TOTAL ALL PROPERTIES: 12.25 X $25.00 = $306.25

///REIMBURSEMENT///
4967 HOUSE.
Jan-16, Fri. $100.00 Maria Zapata house cleaner.
4967 GARAGE.
None.
7560 CONDO.
None.
2112 BACK.
None.
2114 FRONT
None.

///THIRD PARTY///
4967 HOUSE.
None.
4967 GARAGE.
Jan-05, Tue. $150.00 Ralph's Plumbing faucet replacement.
7560 CONDO.
None.
2112 BACK.
None.
2114 FRONT.
None.

///CREDIT CARD///
4967 HOUSE.
Jan-15, $31.17, Target, cleaning supplies.
Jan-15, $43.54, Lowe's, paint and caulk.
4967 GARAGE.
None.
7560 CONDO.
None.
2112 BACK.
None.
2114 FRONT.
None.