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Invoicing - Creating a Tenant Invoice

  • Updated

Sometimes you need to invoice a tenant for things like water usage or things relating to their bond eg vacate cleaning.

This article will explain how to create a tenant invoice and attach an original invoice also.

Step by step

1. Search for the Property 

If you want to attach the original invoice to the Vault invoice go to Tenancy/Management > Filing Cabinet

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2. Click on the folder Invoices Pending/To Sort then Drag & Drop the original invoice (if you have one)

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3. Go to Tenancy/Management > Invoices and click on Receive Creditor Invoice tab at bottom right of screen

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4. Attach the original invoice previously saved in the Filing Cabinet (Invoices Pending/To Sort) by clicking on dropdown at top right and select the relevant document

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Add Creditor and Type (common example: Creditor: Water Corporation and Type: Water Rates/Usage)

If you are adding the creditor as the Water Corporation/Water Authority you will have additional fields to add eg Water Meter reading and also the Start and End date.

Add the remaining details:

  • Allow Contact as a Creditor - this can be used if you are wanting the monies received on this invoice to go to a Contact eg reimbursement to an owner contact
  • Is GST applicable - If there is GST on the invoice
  • Invoice Ref - The reference number on the original invoice
  • Due - Due Date of the invoice
  • Invoice Details (Owner) - Add a description of the invoice
  • Owner has already paid the invoice - if ticked a creditor invoice is not created so is not paid by the owner
  • Reimburse from Tenant - tick every time you are creating a tenant invoice

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You now have additional fields to add:

  • Tenancy - Select the tenant to invoice
  • No Management Fee Applicable - tick if you do not want to charge a fee when this is paid
  • Reimburse - Add the amount of the tenant invoice
  • Due - Due Date of the invoice
  • Invoice Details (Tenant) - Add a description of the invoice

Tick if required:

  • To not email the tenancy invoice
  • To attach the creditor invoice to the email to the tenant. 
    • This can be automatically ticked as a default. Go to Settings > Update Account Details. Tick Attach Creditor Invoice

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Please be aware that Vault will not be redacting (removing) the addressee details on the statement.  If you have an owner address on the account, it is up to you to ensure the details are removed before uploading this into Vault.

  • Use invoice credits (unallocated monies). If the tenant has unallocated monies, they will be highlighted on this screen

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5. Save

Offices that use VaultFiler to process invoices also have the option to attach the creditor invoice when processing a tenant invoice.  If you have the above "Attach Creditor Invoice" ticked in account settings, this will be pre-ticked.
Once this account is processed in VaultFiler the tenant will be sent the invoice with a link to the creditor invoice.
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6. To view, print/email or edit the invoice

Tenancy/Management > Invoices > Select Tenant on right hand side

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You can select Invoices > Other > Email Invoice (as screenshot above) to resend the tenant invoice, where you also have a tickbox to Attach Creditor Invoice.

 

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