Entering Income Invoices

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Throughout various regions, you may encounter terms such as GST, VAT, or Tax returns. For consistency within this article, we will use the term "Tax". For a deeper understanding of regional terminology, please visit our Glossary of Regional Terminology.

This article provides a guide on how to create income invoices for non-rent related charges. It will also cover how to create Repeating Income Invoices accordingly.

Quick Access to Create a New Income Invoice

To get started:

  • Utilize the Contextual Menu [...] from the main navigation bar and select New Income Invoice.
  • Access Income and Expenses from the dashboard, then use the New Income Invoice option from the dropdown.

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Inputting Income Invoice Details

  1. Select the related property, lessee/tenancy, and the applicable PDF template.
  2. In the To section, ensure it reflects the legal entity of the lease (accounts contact). Choose the issue date and due date. The Service Date is set to ON by default in company settings and will appear on the invoice. This date determines the budget period for the Income Invoice allocation. If left blank, the invoice will default to using the Due Date. Optionally, add a reference (note: this is not for online payment).
  3. Enter the description, unit price, and select the appropriate Chart of Account code and Tax Type. To add multiple items, select the Add Line button.
  4. Attach any relevant documentation to the invoice. The lease/tenant will receive a copy of this attachment with their invoice.
  5. Choose to save the invoice as a draft, submit for approval, save and approve, or save, approve, and email directly to the lease/tenant.

When raising an invoice from the lease/tenant invoices area, some fields will be pre-filled to streamline the process.


Creating a New Repeating Income Invoice

Follow these steps to create a new repeating income invoice:

  1. Navigate to Income & Expenses on the navigation bar.
  2. Go to the subheading Repeating Income.
  3. Click on New Repeating Income Invoice.
  4. Choose the frequency of repetition—daily, weekly, monthly, or yearly. Set the date for the first invoice generation and its due date. Pick the invoice status—draft, awaiting approval, or approved.
  5. Select the related property and lessee/tenancy, if applicable. Assign the creditor for this invoice and enter a reference if needed. If a property is linked, you can opt to use default ledgers based on the
  6. Property and Account settings found under the Property's > Ledger page.
  7. Fill in the income invoice details including a description, the amount, and the appropriate chart of account code. If necessary, you can attach a PDF, such as a scanned copy of the income invoice, for reference. Remember, this PDF will not be attached to the invoices that the template generates.

Note that if a repeating invoice is set to approved, it can be automatically emailed to the lease/tenancy once generated. This ensures timely delivery and can potentially streamline your follow-up process.


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