> For the complete documentation index, see [llms.txt](https://help.immodio.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.immodio.app/en-start/guides-group/income-and-expenses/create-output.md).
# Create output
To create a new **expense**, first click on the **"+ Create Posting"** button. The corresponding window for entry then opens.
### 1. Upload Receipt
Immodio recommends that you first upload the **receipt** for use in order to be able to read all the information comfortably.
* **Drag and Drop:** Drag or click PDF file here
* **Camera:** Photograph the receipt directly
* **Gallery:** Select image from gallery
In the desktop version, you can click on the receipt or click on **"Show"** via the three-dot menu to display the document directly next to the input mask and simply copy the data from it. You can use the magnifying glass icon to search the PDF file for keywords.
***
### 2. Type and Status
Enter the **Type** (in this case, an "Expense") and the **Payment Status** here.
* **Unpaid**: The receipt has not yet been paid.
* **Cash**: Payment was made in cash.
* **Bank**: Payment was made via bank account.
* **Private**: The payment was made privately.
* **Loan**: Select only if it is a **borrowing**.
Once the payment has been made, the **payment status** must be adjusted accordingly.
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### 3.
| Field | Description |
| ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Document number / invoice number** | Enter the invoice or receipt number from the document here. |
| **Occupancy Date** | Enter the date of issue indicated on the receipt or invoice. |
| **Participant (optional)** | Select the appropriate **stakeholder** (e.g., tenant or service provider). You can use this field to search documents for the participant later using the search function. The name is used when the description is automatically generated. |
| **Due by (optional)** | Enter the due date of the document. This allows it to be evaluated later which expenses have not yet been paid but are already due. |
| **Description** | The description can be automatically created by Immodio by clicking on "Generate description". You can also formulate the description yourself or adjust or add to it manually. With this description, the booking is then listed in the overview and can be searched for. |
***
### 4. Positions
Posting items make it possible to split a document into partial amounts that can be assigned to different objects or cost types.
* **Splitting a total amount into several properties or units** (e.g. bill from the chimney sweep for the fireplace inspection in two apartment buildings)
* **Various types of costs** (e.g. fee notice from the city with property tax and sewer fees)
* **Splitting a total amount across multiple units** (e.g. craftsman activities for multiple units)
With **"+ Add position"** you can create another position. You can use the **Delete symbol** to delete a position again.
| Field | Description |
| ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Category** | Click in the field and select the appropriate category for the booking. You can use the search function and search for the appropriate category (e.g. chimney sweep, general electricity, deposits received, etc.). |
| **Assignment** |
Specify where this item will be assigned. It is possible to assign it to owner, unit, tenancy or property.
Property: if it is an property-specific position (e.g. general current of the property Burgstraße 100).
Unit: if the position can be assigned to a specific unit (e.g. repair of the flooring in the unit on the 2nd floor on the right).
Owner: if the item can be directly attributed to the owner (e.g. cost of software rental from Immodio or cost of a new desk).
Tenancy: if the item can be directly assigned to a tenancy (e.g. invoice for a minor repair that the tenant has to bear).
|
| **Gross amount** | Enter the gross amount of the item including VAT/Umsatzsteuer a. If the document contains only one item (e.g. a chimney sweep invoice for a property), the gross amount corresponds to the total invoice amount. |
| **Sales tax** |
Choose the appropriate VAT rate here/Mehrwertsteuersatz. This is usually shown on the receipt.
19 % (standard tax rate): e.g. for craftsman services, janitorial services, electricity
7 %: e.g. postal services or accommodation services
0 %: in the case of taxes or fees, e.g. property tax, sewer fees or fee notices of the city
You can also set an individual VAT rate.
|
| **Booking text** |
By clicking on "Generate posting text", Immodio automatically creates a posting text. You can customize it or enter your own text. The booking text helps you and your tax advisor to clearly classify the booking later.
There are no clear regulations for the booking text. You can also use your own formulations, but it is generally recommended to use Immodio's automatically generated posting texts.
|
#### Operating costs (optional)
If an item is relevant to operating costs, activate the field "Assignable to operating cost statement". You can then select the appropriate operating cost category and set the billing period.
Depending on the category for which you create a booking, Immodio will automatically assign you the appropriate operating cost category and all you have to do is define the billing period or provide any additional information.
| Field | Description |
| ------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Operating Cost Category** | Click in the field and select the appropriate operating cost category. These categories correspond to the permissible **operating cost types according to the Operating Costs Ordinance**\*.\* You can use the search function and search for the appropriate category. Depending on the selected [Category in the positions](https://help.immodio.app/en-start/guides-group/income-and-expenses/pages/PXSmLLrXokdYTcIHRBmh#id-4.-positionen), Immodio will automatically fill in this field for you. |
| **Wage costs according to § 35a EStG (optional)** | Enter the wage costs shown on the receipt here. These will later be shown in the operating cost statement, so that your tenants can claim the wage costs for tax purposes according to § 35a EStG as a household-related service (e.g. for chimney sweeps, cleaning work or garden maintenance). Enter the amount gross (including VAT). |
| **Period** |
Position should be taken into account in the statement. You can use the current period (the entire current year), the previous period (the entire previous year) or a individual period (overlaps from the previous or current year as well as certain time windows of a year) .
If an item relates entirely to the billing period of a year, select the appropriate billing period.
Example: You will receive an invoice for buildings insurance from 01.01.2025 to 31.12.2025. In this case, select the 2025 billing period.
Select "Individual period"if an invoice or document line spans multiple billing periods.
Example: You will receive an invoice for buildings insurance from 01.02.2025 to 31.01.2026. Since the service period extends over two billing years, select the individual period and enter the corresponding period Month-by-month to the respective billing periods.
|
By clicking on **"Save"** the expense is created and assigned according to the **receipt or invoice date** of the corresponding **year**. You can use the **Delete symbol** to delete an income.