With UnitConnect, it's easy to manage your Tenant's Bills. The Bill Maintenance Page allows you to send bills to your tenants as well as manage them. First, open the Bill Maintenance Page by clicking Billing in the Top Navigation Bar and then by selecting the property and billing cycle (month/year). Then click GO to open the Bill Maintenance page.
The Bill Maintenance Page has 3 sections: (1) The Navigation Section; (2) the list of tenant bills; and (3) bill details.
Using the Bill FIlter at the top of the page you can apply filters based on Property, Billing Cycle and Bill Status. You can use that to search for specific bill.
You can use the Billing Cycle buttons (Previous / Next) to quickly change between Billing Cycles. Just click Previous or Next to open the previous or next Billing Cycle.
1. List of Bills
Sending a bill is pretty simple. Select one or more bill you want to send to tenant via email. You can either click the checkboxes to select more than one or simply click on the bill if you only want to email one. Once selected, click on the Email Bill(s) at the bottom of the table. The default email address will be based on the Tenant's Information / Contact details. You can add additional email(s) as long as they're comma separated. You may choose to cc by clicking on the "Send CC copy to:" option on the bottom of the dialog screen. Click send and the invoice(s) will be sent! All bills that were sent via email will have a icon next to it to the right.
Here's what a typical email communication looks like:
To print a bill simply select the desired tenant(s) either by marking off the checkboxes on the List of Bills table or clicking the Bill, then click Print Bill(s) at the bottom of the table. This will download a printable PDF of the selected bill(s) to your computer. The PDF can then be printed and bills can be mailed out using the standard Invoice envelopes.
Here's what a PDF bill could look like:
2. Bill Details
Paying Bills (Collecting Rent)
When payment is received, select the bill that you want to apply the payment to. When selected, notice the bill details items of the selected bill on the Bill Details section.
There are a few options when marking a bill as paid:
- If the bill was paid in full, click the Pay In Full button, enter the date it was paid and the reference number such as the check number then click Pay. This marks the bills as Paid in Full.
- If the tenant has paid only one line item on the bill, let's say for example a Utilities charge, select that charge on the Bill Details then click Pay Item(s). On the Pay Charge Item dialogue, enter the amount that was paid for this charge, if not in full, then select the date it was paid on, if not today, and then add the reference and/or note if any. Click Pay to mark that bill as paid (or partially paid).
- Let's say the tenant has paid more than one charge, but not in full, select the charges the tenant paid then click Pay Item(s). Enter the payment information similar to our prior example and then click Pay to mark it as paid. Notice how the table now displays an amount paid instead of $0.00 under the "Paid" column, and a date under "Paid On".