Expense instalment templates let you manage large expenses that are paid across multiple periods — such as council rates, insurance premiums, or maintenance contracts. Instead of creating invoices manually for each payment, set up a single template and Re-Leased generates the invoices automatically according to your schedule.
Step 1: Configure Attachment Settings
Before creating templates, configure how attachments from the template are handled on generated invoices:
Navigate to Settings > Manage Companies.
Select the company and scroll to the Invoicing section.
Locate Instalment Invoices and choose your preference:
Should not be attached to the invoice — template documents won't appear on generated invoices.
Should also be attached to the invoice — template attachments are automatically included on each generated invoice.
Click Save.
Step 2: Create an Instalment Template
Navigate to Income & Expenses > Expense Instalments.
Click Create instalment template.
Configuring the Template
Invoice Details
Select your Company, Property, and Tenancy/Area if applicable.
Set the Invoice status — Draft, Awaiting Approval, or Approved.
Select the creditor in the From field.
Choose the Ledger or Tracking Categories for expense tracking.
Enter a clear Description and choose your preferred PDF template.
Payment Details
Enter your Reference number.
Set whether amounts are GST/tax exclusive or inclusive.
Select the Account and Tax type.
Instalment Schedule
Enter the Number of instalments — the system creates a row for each one.
Use the Generate invoices dropdown to set timing — generate in advance, on the due date, or not at all.
For each row, specify the Instalment amount, Due date, and optional coverage period (Period start and Period end).
Note: UK customers can choose not to generate invoices and instead use the Owner Payments feature to generate pro-rated expense invoices based on property vacancy for the coverage period.
Managing Existing Templates
The Expense Instalments list shows all templates with property, creditor, description, reference, number of instalments, and total amount. Use filters to narrow by company or property manager, or search by keyword.
Click the edit icon to modify a template. Once invoices have been generated from a row, that row becomes read-only — but you can still modify future instalments or add new ones.
Tenant On-charge Invoices
When creating instalment templates for a tenancy, you can automatically generate corresponding income invoices to recover costs from the tenant — one income invoice per expense instalment.
How to Enable On-charging
Select a Tenancy in the template — the On-charge invoice section will appear.
Toggle on-charging to On.
Configure the settings:
Invoice status — Approved or Awaiting Approval.
Chart of account — the income account for tenant invoices.
Due date — days, weeks, or months from the invoice date.
Include all attached documents — copies expense invoice attachments to the tenant invoice.
Hold Expense Invoice Option
When the expense status is set to Awaiting Approval, you can enable Hold expense invoice until on-charge has been paid — this prevents the expense being processed until the tenant pays. This option is not available for Approved invoices.
When On-charging Is Unavailable
Generate invoices set to Do not generate — on-charging requires expense invoices to exist.
Invoice status set to Draft — on-charging is not available for drafts.
No tenancy selected — the on-charge section only shows when a tenancy is chosen.
To view a related on-charge invoice after generation, open the expense invoice, click the actions menu, and select See on-charge.