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Expected asset expenses

How much should you budget for the stuff inside your units — the water heaters, HVAC units, appliances, roofs? Reports → Operational → Expected asset expenses answers that with a forecast built from your asset inventory.

What it shows

  • Replacements — every active asset’s expected replacement date and cost, bucketed by month on a bar chart.
  • Past due — assets already beyond their expected life, listed with their costs. This is your backlog.
  • Planned maintenance — recurring scheduled services that carry a cost (e.g., quarterly AC servicing at $120) multiplied by how many visits fall inside the horizon.
  • Total expected — replacements plus maintenance: the number to budget.
  • Suggested monthly reserve — the replacement total spread across the horizon, i.e., what to set aside each month.

Use the selectors at the top to change the horizon (12 months to 10 years) and to filter to a single property. With multiple properties, a “Replacements by property” table breaks the totals down per building.

PDF and CSV buttons export the whole report — the PDF is formatted to hand to an owner or lender.

How the dates are computed

The forecast starts from installed date + expected life for each asset:

  • If you set Expected life (months) on the asset, that’s used.
  • If you didn’t, the category default applies (HVAC 15 years, appliances 10, plumbing 25, and so on — editable under Settings → Lifecycle Rules). Assets without an explicit life still show up.
  • The date is then pulled forward when the asset’s history says it won’t make it: repeat repairs, repair costs approaching replacement cost, or a condition downgrade move the expected date earlier — the same logic as the asset’s Lifecycle panel. Rows adjusted this way carry a small “adj” marker.

Note: An asset needs an installed date to appear at all — without one there’s no age to compute. That, plus a cost, is the highest-value data to fill in.

Where the costs come from

Per asset: Estimated replacement cost if set, otherwise purchase + installation cost. Bulk records (e.g., “6 smoke detectors”) multiply by quantity. Assets with no cost data still appear in counts, and the report warns you how many are missing costs — the totals are understated until you fill them in.

Making the forecast trustworthy

  1. Set installed date on every asset that matters (even an estimate).
  2. Fill estimated replacement cost on the big-ticket items first — HVAC, roof, water heater, appliances.
  3. Add estimated cost to your scheduled services so recurring upkeep shows up.
  4. Log repairs as asset events — that’s what powers the early-replacement adjustment.

What’s next