Sending multiple invoices to the same tenant each month — rent, then utilities, then on-charges — creates extra admin and frustrates tenants. With consolidated tenant invoicing, you can add direct on-charges, utility meter charges, and other one-off amounts to a tenant's next scheduled rent invoice instead. One invoice per tenant, less admin for you, and fewer payment fees when tenants pay via Re-Leased Pay.
How it works
Charges that you choose to defer are stored as pending charges against the lease. When the next rent invoice is generated for that lease, Re-Leased adds all pending charges as line items on the same invoice. The pending charges are then marked as applied and no longer appear as pending. You can still generate a standalone invoice for a charge whenever you prefer.
Viewing and managing pending charges
You can view and manage pending charges in two places: per lease on the Rent & Outgoings tab, or for a whole property on the property's Pending Charges page.
From a lease: Open the lease, then open Rent & Outgoings in the lease details menu (in some regions this may appear as Rent & Service Charges or Rent & Operating Expenses). If Consolidated tenant invoicing is available for your company, you will see a Pending Charges tab.
From a property: Open the property, then in the property menu (sidebar) click Pending Charges. You will see all pending charges for that property. Use the dropdown to filter by All tenancies or a specific tenancy. The total shown updates with your filter. From this page you can edit, or cancel charges in the same way as on the lease tab.
On the Pending Charges tab you can:
- See the total of all pending charges and when the next rent invoice is scheduled in the blue information banner (e.g. "The next rent invoice is scheduled for 1 Apr 2026 (37 days away)").
- Switch between Pending, Invoiced, and Cancelled to view charges by status. The total shown reflects the active tab.
- View each charge with its Chart of Account, Description, Amount, Charge Type (e.g. Direct on charge, Utility charge, Manual), Source (invoice reference or a dash for utility or manual charges), Added By, and Date Added.
- Add a new charge with New Charge, then in the dialog fill in Charge Details: Description, Account, Tax type, Quantity, and Unit Price (Incl of tax). Amount and tax are calculated. If your company uses tracking categories, use the Tracking tab to assign tracking options (these are applied when the charge is included on the rent invoice). Click Save to create the charge.
- Edit or cancel existing pending charges via the action menu (ellipsis) on each row. Choose Edit to change the charge (including tracking on the Tracking tab), or Cancel to remove it from the list.
Charges you add here stay pending until they are included on the next rent invoice (or until you cancel them). You cannot edit or cancel a charge after it has been applied to an invoice. If there are no pending charges, the table shows no pending charges for that tab.
Creating pending charges from an expense invoice
When you allocate a direct on-charge from an expense invoice and choose to defer to rent, Re-Leased takes you to a form where you create the pending charges for that lease. The form is titled Create Pending Charges for [Tenancy Name] and shows From expense invoice [reference] so you can see which expense the charges come from.
- Go to Income & Expenses and open or process the expense invoice you want to on-charge, then allocate the charge to the relevant tenancy and choose Defer on-charge to next rent invoice and save the invoice.
- On the Create Pending Charges for [Tenancy Name] page, check the Related Property and Related Tenancy (these are pre-filled).
- In the line items table, enter or adjust the details. Use Add line to add more charges.
- Review the Sub-Total, Tax, and Total at the bottom, then click Create Pending Charges.
The new charges appear as pending on the lease's Pending Charges tab and will be included on the tenant's next rent invoice.
Direct on-charges: Defer to rent or generate invoice
When you allocate a direct on-charge, you first split the charge across tenancies by percentage and amount. Each tenancy row has an Action column. For each tenancy you can choose:
- Defer to rent – the allocated amount is created as a pending charge and will be included on that tenant's next rent invoice. Click the Go arrow to continue; you will be taken to the Create Pending Charges form to confirm or edit the line items.
- Generate invoice – a separate invoice is created immediately for that amount, as before.
Select the action you want for each tenancy and click Go for that row. Use Reset all changes to clear your choices, or Save changes when you are done. After a charge is deferred, the Action column shows a View pending charge link that takes you to the lease's Pending Charges tab.
Default: Add to next rent invoice
Your company can set a default so that when you allocate direct on-charges, the action dropdown defaults to Defer to rent instead of Generate invoice. This is useful if you usually want charges on the next rent invoice.
To change it: go to your Company settings, open the Invoice Options section and turn On-charges default to add to next rent invoice on or off. When it is on, new allocations default to Defer to rent; when it is off, they default to Generate invoice. You can still override the choice per tenancy on the allocation screen. A tooltip on the Action column reminds you that you can set this default in company settings.
Deferring utility meter charges
You can defer utility meter charges to the tenant's next rent invoice instead of generating a separate invoice. Deferred readings are created as pending charges on the lease and appear on the lease's Pending Charges tab until the next rent invoice is generated.
- Go to the property's Utility Meters section and click Generate Invoices.
- In the Generate Invoices for Pending Meter Readings modal, choose the Add to Next Rent Invoice option (the other option is Generate Invoice Now).
- Use the checkboxes to select which meter readings to include.
- Click Add to Next Rent Invoice to confirm.
Selected readings are marked as deferred and will not appear in future invoice generation runs until they have been included on a rent invoice.
Consolidating Line Items for Rent and Outgoings Invoices
Your company may use the Consolidate Line Items option in your invoice PDF template. This setting controls how the rent invoice appears on the PDF that you send to the tenant, not how the invoice is built.
When Consolidated tenant invoicing adds pending charges to a rent invoice, those charges become real line items on the invoice (so the invoice total and accounting are correct). If Consolidating Line Items is turned on in your template, the PDF then displays a summary line for rent and a summary line for outgoings (e.g. "Rent for the period 1 Jan 2026 to 31 Jan 2026" and "Outgoings for the period 1 Jan 2026 to 31 Jan 2026") and the totals, instead of listing each line item. So the tenant sees two clear line items and the amounts due. If the option is off, the PDF shows every line item, including each pending charge, so the tenant can see the breakdown.
You can change this in your invoice PDF template: enable or disable the Consolidate Line Items option for the template used for rent and outgoings income invoices. The choice does not affect whether pending charges are included on the invoice; it only affects how the PDF is presented.
When a rent invoice is voided
If you void a rent invoice that included pending charges, Re-Leased returns those charges to pending status. They will appear again on the lease's Pending Charges tab and will be included on the next rent invoice you generate for that lease.
Things to keep in mind
- Pending charges are included on the next rent invoice only. If no rent invoice is scheduled, charges remain in pending status until one is generated.
- Non-recoverable portions of a direct on-charge do not show an action dropdown — only tenant-allocated amounts can be deferred.
- Tax handling follows the chart of account and meter setup associated with each charge.
- If a tenancy has ended since the charge was deferred, the charge remains pending with a warning indicator.