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💳 Entering and Managing Expenses Using Accountable

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Purpose:
To outline the proper process for using the company-issued Accountable credit card and logging all expenses in a timely and accurate manner. This ensures our accounting team can reconcile reports, and owners are charged correctly and efficiently for their property’s needs.

1. Getting Started

  • Upon being hired, you will be mailed a white Accountable credit card by Katie.
  • When the card arrives, follow the activation instructions printed on the paper attached to the card.
  • The card has a $1500 limit for day-to-day business use.
  • Best practice: Keep the card in your wallet like one of your own cards—but remove it when traveling to avoid loss.

For online purchases requiring a billing address or ZIP code, use the Buttercup property address. Ask Katie for the complete address if needed.

2. Making Purchases

  • You may use the card to buy property-related items only (e.g., guest supplies, repairs, or vendor payments).
  • For supplies, always try to:
    • Buy in bulk for better value
    • Use the business Amazon account
    • Store inventory at a central property garage, your home, or your vehicle for later dispersal

Refer to the separate SOP on inventory & supply management for more on this process.

3. Receipts & Tracking on the Go

  • Every time you make a purchase (in-store, online, or vendor invoice), keep the receipt.
  • Immediately after purchase, you’ll receive a text from Accountable with a link to upload the receipt.
    • Upload it right away and make note of the property the item is for.
    • This avoids scrambling at the end of the month trying to remember what you bought and why.

4. Logging Expenses in Hostfi

Twice a month, you must log in to:
🔗 https://app.gethostfi.com/
Use the login assigned to you when your card is issued.

For each transaction:

  • Assign the property
  • Enter a clear description of the purchase
  • Upload the receipt if not already done
  • Click Save

💡 Split Expenses:
If one charge was shared between multiple properties, use the split feature to assign exact dollar amounts to each property.

5. Smart Spending Tips

  • When ordering from Amazon or other online retailers:
    • Place separate orders per property whenever possible.
      This makes end-of-month reconciliation much easier.
  • Always shop cost-efficiently. Every expense is charged against the owner’s monthly income.
    Think like an owner and spend wisely.

6. Finalizing Expenses Each Month

  • Once you’ve completed all your entries, you’ll see green checkmarks across the transaction row.
  • Ensure all expenses are submitted by the end of each month so accounting can reconcile books on time.
  • If you purchase an item to replace one related to a damage claim, make note of that in the expense description.

7. Lost or Stolen Card?

  • If your card is lost, contact Katie IMMEDIATELY so the card can be locked and reissued.

Reminders:

✅ Upload receipts at time of purchase
✅ Assign all transactions to the correct property
✅ Submit expenses no later than the last day of each month
✅ Be cost-conscious and only purchase what is necessary for the property
✅ Double-check entries for accuracy and completeness

This process helps us maintain transparency with owners and ensures we operate with integrity and accountability.