Billing
The Billing module is an important feature for property managers, enabling them to track rent collections, overdue invoices, and tenant payment histories. This section not only handles invoice generation but also offers features like status tracking, regenerating invoices, and downloading invoices as PDFs.
The process begins by accessing the Billing page inside the Accounting module.
- On the left sidebar menu, the property manager selects Accounting.
- Under the Accounting section, there are further options like Billing, Utilities, and Payments.
- Clicking on Billing opens the Rental Invoice Status page.
The Rental Invoice Status Page lists all units' corresponding tenants and billing information. This table contains:
Column Name | Description |
|---|---|
Tenant Name | Full name of the current tenant occupying the unit |
Lease Unit | The exact rental unit leased by the tenant |
Billing Period | The start and end dates of the current billing cycle |
Bill Days | Number of days the tenant is billed for in the cycle |
Billing Type | Prepaid (before service) or Postpaid (after service) |
Status | Indicates if the invoice is generated or not |
Invoice | Displays a PDF link if the invoice is already generated |
Actions | Shows either "Generate Invoice" or "Invoice Generated" |
When the billing cycle is ready to process, the system shows a "Generate Invoice" button in the Actions column for all tenants whose invoices have not yet been created.
- The manager clicks on "Generate Invoice".
- The system automatically compiles data like:
- Tenant Name
- Property Details
- Lease Unit Details
- Billing Period
- Charges (Rent, Maintenance, Tax, Utilities, etc.)
- After compiling, the system generates a PDF invoice.
- A Success Message pops up confirming the invoice is generated.
The status instantly updates from Not Generated to Generated, ensuring real-time tracking. But sometimes, an invoice might need to be updated if:
- There was an error in data entry.
- A new charge needs to be added.
- A discount was missed.
For such cases, the "Regenerate Invoice" button is available at the top right corner of the Rental Invoice Status page.
For each generated invoice, the Invoice Column displays a PDF Icon.
- Clicking the PDF icon opens the tenant invoice in a new tab.
- Managers can review it or download the file for record-keeping.
- These PDF invoices are also ready for sharing via email with tenants.
The generated invoice itself contains financial and legal details. Each invoice includes:
Field | Description |
|---|---|
Tenant Name | Full name of the tenant |
Tenant Contact | Email and phone number |
Property Name | The property the unit belongs to |
Rental Unit Name | The exact rented unit |
Billing Period | Dates covering the bill |
Rent Amount | Monthly rent agreed upon |
Taxes | Any applicable taxes like GST |
Additional Charges | Utility charges, maintenance, etc. |
Total Due | Final payable amount |
QR Code | QR code for easy payment |
Authorized Signature | Digital signature of the organization |
