Creating invoices with several types of charges

Tenaya | email May 25 2017, 05:07 PM

I have currently set up all landlords, tenants, and buildings. I am now creating leases and scheduled invoices and have several questions.

1. When I create a lease, it does not give me an option to set up payments for anything besides rent. For example, I need a monthly water bill besides the rent payment for the same tenant. How do I do this? I tried to do it by setting up a scheduled invoice, but that created a separate invoice from the rental lease, even though it was for the same tenant.

2. When I create scheduled invoices, do I need to "accept" them individually every month for them to appear? It seems that way, but it is very tedious.

Thank you for your time.
Stephane Grenier | email May 30 2017, 08:24 PM
Hi Tenaya,

Please find the answers to your questions below:

1. When I create a lease for a tenant, it does not give me the option to bill for anything besides rent. For example, some tenants have a separate water bill as well that needs to be on the same invoice. What is the best way to do this? Are scheduled invoices the way to go? I tried to use scheduled invoices to solve this problem, but was unable to get both the rent charges from the lease and water charges from the scheduled invoice onto the same invoice for that tenant.

Yes that's correct, by default the software will only create a Scheduled Invoice for the rent. What you then need to do is edit the Scheduled Invoice that was created for you and add the additional line items for the water bill and so on so that each future Suggested Invoice (generated from the Scheduled Invoice) has the additional line items such as the water bill, etc. You can find more details about Invoices and Receipts, including Scheduled Invoices, in Section 4.11 of the user manual at:

2. I see that creating a lease and scheduling invoices creates a suggested invoice. Do I have to "accept" the suggested invoices for EACH tenant every single month for them to show up on an invoice? This seems extremely tedious.

Yes that's correct. But that being said please note that you can accept them in batch, that is you can select them all at once and just press the Accept button once. You don't need to accept them individually. Additionally you can print them all at once, you don't need to print them each individually.

The following videos walk you through the process or creating recurring payments, rents, late fees, etc.. I'm including all the different aspects as they show different parts of the process. Although they are for Accounting Entries the process is the same for Invoices and Receipts. And please note that although the videos are for the previous versions the process is still the same:

As for printing I'll refer you to the following video which shows how to print all the Invoices in a single step:

Stephan Grenier
LandlordMax Software Inc.

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