---
title: Billing & Old Dues Handling
slug: billing-and-old-dues-handling
docTags: 
createdAt: 2025-07-18T06:17:14.363Z
---

This document provides a step-by-step overview of how to **create a lease**, **generate invoices**, and **process payments** within the ERP. It is designed for business users and property managers to streamline tenant onboarding and ensure accurate billing and payment tracking. 

- Automatically capture unbilled or unpaid invoices as **Old Dues**.
- Ensure tenants always see the **accurate Net Payable**.
- Regenerate monthly reports.

## Missed Invoicing  

-  ERP auto-detects missed/unpaid invoices.
-  It is added as **Old Dues **to the next bill.

**Example:** Monthly Billing with Unpaid Rent

***Period 1***

-  **Rent:** 20,000
- ** Status:** Not billed or paid

***Period 2***

-  **Current Rent:** 20,000
- **Old Dues:** 20,000 (from Period 1)
-  **Total Payable:** 40,000

***Period 3***

- **Current Rent:** 20,000
- **Old Dues:** 40,000 (Periods 1 & period 2)
- **Total Payable:** 60,000

***Period 4***

- **Current Rent:** 20,000
- **Old Dues:** 60,000 (Periods 1–3)
- **Total Payable:** 80,000

### System Behavior Requirements

- Auto-detects unpaid periods
- Shows a clear invoice breakdown:
- Current Rent
- Old Dues (by month)
- Total Payable

### "Pay Now" Button Behavior

- Only active on the **latest invoice**
-  Older invoices are **not directly payable**

### Upon Payment

- Earlier invoices marked as **"Settled"**
-  Latest invoice marked as **"Paid"**

## Login To Your Account

- Log in to your account.
- Upon successful login, the system will redirect you to the **Dashboard**, where you can begin the lease creation process.

### Move To Rental Units

- Navigate to the **Leasing** section and select **Rental Units**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/sQUI9q_jqulqBnlIZtyuB_image.png)

   You will see three categories:

- **Active lease**
- **Vacant Rental Units**
- **Reserved Rental Units**

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/3AhjRxW076zi3FalCTLdy_image.png)

 Select the **Vacant Rental Unit** tab to see all units currently available for lease.

### Add A New Lease

- Click on **Add Lease**.
-  You will be directed to the **Tenant Details** section.
-  Two options will appear: **Existing Tenant** and **New Tenant**.
- Click on **New Tenant.**

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/MiixGF-XlCNtmJjhMVAYC_image.png)

### Enter Tenant Details

Fill in the new tenant’s personal information:

- Prefix (Mr./Ms./Mrs.)
- First Name & Last Name
- Gender
- Email Address
- Phone Number

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/tU7kRLxb41y3gMUJaYNay_image.png)

### Enter Lease Details

- Open the Add Lease page section

Fill in all the required details:

- **Lease Start Date and End Date**: Specify the lease duration.
- **Tenure Period (Months)**: Total lease term.
- **Discount Period (Months)**: Indicate the duration of the discount in months. 
- **Security Deposit Amount**: Enter the refundable deposit amount.
- **Late Fine (Per Day)**: Define the daily penalty for overdue payments.
- **Monthly Rental Charge**: Monthly rent amount.
- **Discount Amount**: Enter if applicable.
- **Lock-In Period (Months)**: Minimum required duration of stay.
- Upload the **Lease Agreement**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Bbdg4bCxDRRqnghQt43vp_image.png)

### Add Energy & Other Charges

- Clicking **Next** will open the **Add Energy & Other Charges** page.

Enter the required utility or service charges: 

- **Charge Name**: **E.g.**, Power Backup.
-  **Charge Type**: Fixed or Rate-Based.
- **Default Value**: Rate per unit of usage.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/a29aW0I1rZFsu7XGNcfOG_image.png)

### Review & Submit

- Clicking **Next** will take you to the **Preview and Submit** page.

Carefully review all the entered information:

- **General Information**: Property Name, Unit Name
- **Tenant Information**: Includes First Name, Last Name, Contact Number, and Email Address.
-  **Lease Information**: Duration, rent, discounts and other terms.
-  **Lease Agreement**: Review uploaded agreement.
-  **Energy and Other Charges**: Review all added charges.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/Qd6t10HrWywxC0byofUwf_image.png)

### Lease Created Successfully

After verifying everything, click the **Submit** button. The lease is now successfully created.

![](https://app.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/VK9bRbSbgFgfq4AKAuwGu_image.png)

## Invoice Generation & Payment Processing

- Log in to your **Rentilium** account.
- Go to the **Accounting** section.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/4kwfK2QixLx4p1fMXp3cs_image.png)

### Move To Invoice

Click to expand the **Accounting** section. You will see the following options:

- **Invoice**
- **Payment History**
- **Settlement**

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/SQHNXxfnqpKI2l_fvCGC-_image.png)

### Generate An Invoice

- Go to the** Invoice** section.
-  Locate the tenant. If no invoice has been generated, the **Invoice Status** will show as **Due**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/FC1zV1dag3MLK71b0PJq5_image.png)

- Click on **Preview and Generate**. The invoice page will open.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/PxtiZLb1aTR8Vj-EmHKzO_image.png)

- Click the **Generate** button. The invoice will be generated successfully.

![](https://app.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/RE3yRKg-prrRykUx8c_gY_image.png)

### Processing A Payment

- Now click on pencil icon to update payment section.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/nR9NhU4dgpNh-m63Ocd0o_image.png)

- Locate the tenant (**Prerna**) whose status is showing as **Due**.
- Click on the **Update** button.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/acDCRA_xBqrfFsinBmMsH_image.png)

- The** Update Payment** page will open.
- Fill in all required payment information.
- Click on **Save Changes**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/7P6RNgIbJHuC-CBbq_LzQ_image.png)

- The payment will be updated successfully.
- The status for tenant **Priya Singh** will change to **paid**.

![](https://api.archbee.com/api/optimize/6QtzzWFrTeRBOO45U67PA/NKuENkpOMVVaLrg0pwvNg_image.png)