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So you have one invoice and the costs need to be spread across multiple units. There are a few ways to handle this depending on what’s on the invoice and how you want the money to flow. Generally, this is done through Internal Transfers. Let’s walk through the scenarios.

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A) Invoices with multiple line items

Think: food receipts, commissary orders, etc. The situation: You have a receipt for multiple products. Costs need to go to different units, and someone needs to be reimbursed — ideally through Bill Pay (coming soon). This isn’t something Garde supports right now. The workaround is to submit a reimbursement form with a copy of the invoice, marking which items apply to each location.

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B) Invoices with a single line item

Think: insurance, rent, advertising, etc.

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Scenario 1: Split the invoice so each unit pays the vendor directly

You want each unit to owe their share to the original vendor, closed to A/P. What to do: Upload the invoice into just one unit. Write “Split Invoice” on it and clearly mark which unit gets which portion of the cost. How it looks in Garde: Each unit gets a copy of the original invoice, but only showing their portion of the total. It’s recorded under the original vendor, closed to A/P (or your preferred payment account), and will be available through Bill Pay (coming soon).

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Scenario 2: Use internal transfers (units reimburse outside Garde or share a bank account)

You want to record the full invoice in one unit and shift costs to other units as journal entries — not as separate payable invoices. What to do:
  1. Upload the original invoice into the unit that will pay it. Don’t mark anything special on it — we’ll process it normally.
  2. Use the Internal Transfer feature to create a transfer for each unit receiving a portion of the costs.
How it looks in Garde: The original invoice shows up like any normal invoice and will be available for Bill Pay (coming soon). The full expense sits in the uploading unit until transfers are completed. Internal transfers show up as journal entries in the receiving units under the designated transfer vendor. These transfers are not eligible for Bill Pay by default.

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Scenario 3: Pay in full from one unit, but split costs so other units reimburse that unit

This one is tricky and not well-supported in Garde. You’d follow the same steps as Scenario 2, but the Transfer Vendors would need to be set to an A/P account instead of a transfer account. It can work, but it’s messy.
If none of these scenarios quite fit your situation, reach out to us at contact@garde.app and we’ll help you figure out the best approach.