Setting Up Outgoings/Service Charge Templates

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The term "Budget" varies depending on the region. For our Asia-Pacific customers, it's often referred to "Budgeted Outgoings." European users will see it labelled as "Service Charge," while those in North America will find it listed as "Operating Expenses." The terminology used in the app adjusts based on your location. For additional clarity on regional vocabulary, please see our Glossary of Regional Terminology.

This article is your guide to understanding and setting up Outgoings templates for a tenancy. Outgoings can be managed effectively with our customizable templates. These templates allow for precise billing and tracking of tenant-related expenses. You'll learn how to create and manage these templates efficiently, ensuring that multiple Outgoings can be active and accurately aligned with tenancy agreements.

Understanding Outgoings Templates

Outgoings templates are essential tools for property management, designed to handle recurring tenant charges separately. It's possible to maintain multiple active Outgoings templates simultaneously, and they can even be set to expire at future dates. If you've already added an Outgoings template to a tenant, you can make updates using the budget approval process.

To begin, you’ll need to access the Rent & Outgoings section within a tenant's profile:

  1. Navigate to a Tenancy and select Rent & Outgoings from the left menu.
  2. To add a new template, click on New Outgoings.
  3. For existing templates, click Includes Outgoings amount to edit or view the included Outgoings.
  4. To modify specific charges, click on the desired Amount.
  5. To preview the next Outgoings invoice, click Next.
  6. When you’re ready to issue the next invoice, select Generate Next Outgoings Invoice.

Note that the Default Tenancy Invoice Options set under Rent & Outgoings will automatically apply to all system-generated Outgoings invoices.

Setting Up a New Outgoings Template

Each Outgoings template is crucial for determining the frequency and schedule of future invoices based on the start date. Here's how to set one up:

  1. Provide a unique reference for the tenancy's Outgoings.
  2. Choose the date for the First Invoice Date.
  3. If desired, set an End Date for when the template should cease to generate invoices.
  4. For users integrated with Xero, make sure to select the appropriate tracking category. For those managing Trust Accounts, designate where funds should be allocated upon payment receipt.

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