UnitConnect's Invoicing page handles all the necessary aspects of invoicing your tenant as well as managing rent collections. In this article we will cover the navigation of the page, emailing and printing invoices as well as collecting and recording rent.
Using the invoices filter at the top of the page you can apply filters based on property, invoice cycle and status. You can use that to search for specific invoice.
You can use the invoice cycle buttons (< / >) to quickly change between invoice cycles.
2. Email Invoices
Sending an Invoice is pretty simple. Select one or more Invoice you want to send to the tenant via email. You can either click the checkboxes to select more than one or simply click on the invoice if you only want to email one. Once selected, click on actions menu button on the bottom and then click on the Email Invoices. The default email address will be based on the tenant's information / contact details. You can add additional emails 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 invoices will be sent! All invoices that were sent via email will have a icon next to it to the right.
Here's what a typical email communication looks like:
3. Printing Invoices
To print an invoice simply select the desired tenants either by marking off the checkboxes on the list of Invoices or clicking the Invoice, then click Actions menu button on the bottom and then Print Invoice. This will download a printable PDF of the selected invoices to your computer. The PDF can then be printed and invoice can be mailed out using the standard invoice envelopes.
Here's what a PDF invoice could look like:
4. Recording Rent Payments
When payment is received, select the invoice that you want to apply the payment to. When selected, notice the invoice details items of the selected invoice on the invoice details section.
There are a few options when marking an invoice as paid:
- If the invoice was paid in full, click the Payment button and then click on Pay Invoice. Confirm the the date it was paid, payment type and provide the reference number (optional) such as the check number then click Pay Invoice. This will apply the full payment against the invoice and mark the invoice as paid in full.
- If the invoice was partially paid, select the charges to apply the payment against and then click on Payment and then Pay Charges. Confirm the amounts and date and then click pay charges to apply the payment.
- To apply a credit against one or more charges, select the charges, click on Payment and then Apply Credit. If the tenant has no credit available, you can issue a credit which can then be immediately applied. Enter the amount to be credited against each item and the click on Apply Credit.