Record a business expense
Last updated Aug 25, 2026
Applies to: realtor
Record overhead that is not tied to any single deal, a subscription, a marketing cost, an office expense, and KeyFlow counts it against your profit for the year on the dashboard.
Before you start
- This page sends you back to the dashboard if your account is switched into the simplified, deal-focused view a transaction coordinator uses. That view defaults on for the transaction coordinator role, but it is a Settings toggle, not a rule tied to the role itself, so the toggle is what actually gates this page. If you are a coordinator reading this because someone linked it to you, that redirect is working as intended: expenses, like income, are an agent's personal numbers, not the file's, and a coordinator's job is the deal in front of them.
Steps
Go to the Expenses page.
Fictional workspace: synthetic expenses. Click + Add expense.
Fictional workspace: synthetic expenses. Choose an Expense Category. If nothing fits, pick "+ New Expense Category" from the same dropdown and name one.
Choose an Expense Subcategory if you want one. It is optional, and the dropdown stays disabled until a category is chosen. Its own "+ New Expense Subcategory" option works the same way as the category one.
Fill in Expense Name, Amount, and Date. Add Expense stays disabled until all three of these, plus the category, are filled in.
Optionally, choose a Linked Transaction if this cost really is tied to one deal specifically rather than to running your business generally. Leave it blank for ordinary overhead.
Optionally, add Notes for context.
Click Add Expense.
What you should see
The expense rolls into the total spend shown at the top of the Expenses page, alongside every deal-tied cost, broken out by category further down.
When it doesn't work
The total looks wrong for a deal you are checking. This page's overhead never touches a specific deal's net income. Net income comes only from that deal's own Financials tab math: gross commission, minus a referral fee, minus your broker's split, minus any transaction fee. What an expense recorded here changes instead is your net profit for the year, the dashboard total of every closed deal's net income plus other income, minus every expense on the books.
Fictional workspace: synthetic expenses. A backdated expense is missing from the total. The Expenses page defaults to This year. An expense dated in a prior year will not show until you switch the date-range filter to Last year, or to All time.
The transaction you want is not in the Linked Transaction list. A Sold deal from a prior year is archived and drops out of that picker; there is no way to link to it directly from here.