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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, a condition downgrade or an overdue scheduled service move the expected date earlier — the same logic as the asset’s Lifecycle panel, which shows the full window (earliest to latest). 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, in this order: Estimated replacement cost if set; otherwise purchase + installation cost; otherwise the default replacement cost for its category from Lifecycle rules. Rows priced from the category default carry a ≈ marker, and the report tells you how many rows were priced that way — adjust the defaults to your market or enter a figure on the asset to tighten them. Bulk records (e.g., “6 smoke detectors”) multiply by quantity. An asset with no cost from any source still appears in counts, and the report warns you how many — the totals are understated until you fill them in.

The same numbers everywhere

The Dashboard’s Replacement forecast card, this report, the owner portal’s Upcoming replacements card and Jaime all read the same engine rows, so a figure you quote from one matches the others.

Forecast vs. actual

At the bottom of the report, Forecast vs. actual — last 12 months lists every asset retired in the period (through a transfer that replaced it, a replaced event or a discard) with the estimate Habitia had for it at that moment next to what the replacement actually cost, and the totals: forecast, actual, variance and actual ÷ forecast. When you install a replacement through Transfer and tick This replaces an existing asset, the actual cost defaults to the new unit’s purchase + installation cost and you can type the real figure. Over a year this tells you whether your estimates run high or low.

Owners see it too

Each owner’s portal shows an Upcoming replacements card for the properties they own: their share of the replacement total (by ownership percentage), the past-due backlog, planned maintenance, a suggested monthly reserve next to any reserve you already hold back, and a PDF. On the property form, the owner reserve field shows what the forecast suggests per month with a one-click Use button.

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 — and set realistic default replacement costs per category for the rest.
  3. Add estimated cost to your scheduled services so recurring upkeep shows up.
  4. Close work orders against the asset they fixed — that repair history powers the early-replacement adjustment.
  5. When you replace something, record the actual cost so the forecast-vs-actual section can grade the estimate.

What’s next