There are many different ways to create payable invoices in coManage. You can make them one off, in batches, recurring, from work orders, from accounts, from receipts, and more.

Once an Invoice has been created, you can pay it from one of your Financial Accounts and we will generate and send payment or you can mark it as already paid.

No matter whether you pay via coManage or mark invoices paid, our dual entry accounting system allows you to keep your bank accounts, credit cards, and other accounts organized and reconciled.

Before you start trying to make and pay/account for Invoices, be sure to create Vendor Contacts for your Payees. This may be as simple as adding the local utility companies, to adding your contractors, to adding your lenders or insurers, etc. You can also add Owner and Tenant Contacts and pay them too. Though the processes differ slightly.

Creating One-Off Invoices

1. You can start a new Invoice by going to the Shortcuts menu in the top right and clicking "Create Invoice" or by going to Accounts Payable > Invoices on the left navbar and clicking Create Invoice in the top right.

2. On the Create New Invoice form, you can create more than one Invoice at once for the same Vendor. We'll touch on that a bit later but that's why it says "batch."

On this form, you can fill in or select:

  1. The Payee Contact, must be previously created

  2. Bill & Due Dates, default to today

  3. Work Order: If this Invoice is related to a Work Order, you can find it under the Work Order look up field and select it to pre-fill the Property and Unit and connect it to the Work Order. This is optional.

  4. Property & Unit: Property is required. Unit is only available if it's a multi-unit property and is optional. The Property determines the relevant Cash Management Rule so that default Financial Accounts are used properly.

  5. GL Account: Here is where you select the relevant GL Account. This will affect your financial statements. You can configure your Chart of Accounts in your organization's settings.

  6. Cash GL Account: This should be auto-selected based on your Cash Management Rule but you can always change it. Cash GL Accounts represent and can be linked to real life Financial Accounts, like Bank Accounts and Credit Cards. This is for both accounting and banking within coManage.

  7. Amount & Description: Self-explanatory. You can always partially pay an Invoice.

  8. Reference: This is extremely important if you're making a payment from within coManage as it will be printed on the mailed check so that it can be processed correctly by the recipient. It generally needs to be an Account number. You can store Account numbers on Property and Unit pages in the Accounts section.

  9. Recurring Checkbox: This is used if you want the Invoice to recur. Recurring Invoices can be updated or deleted from the Property or Payee Contact page.

3. If you're entering in many Invoices for a single Vendor at once, like a bunch of utility bills, you can hit the green plus sign to add as many new rows as you want. Here we've added three new rows, each with their own separately configurable variables:

You can click the red minus button to remove rows. Each row will create a unique Invoice that can be accounted for or paid separately.

4. After you click create, you will be re-directed to the Invoice index:

Recurring Invoices

Recurring Invoices can be created in the form above or from Property pages.

To create, edit or delete a Recurring Invoice, navigate to any Property page via the search bar or navbar.

1. Once on the Property page click either the green plus button where this green arrow is pointing or one of the edit button highlighted in yellow:

2. Clicking the green plus button will open a modal where you can create a new Recurring Invoice:

3. Click Create once it's configured and you're good to go. It will be created around midnight on the morning of the day you've selected - so long as it is a future date. It won't create it for today.

Approving Invoices

Whether or not Invoices must be approved prior to paying is configurable in your organization. If it's just you doing your own accounting, you may not care about approvals. Approvals only matter when it comes time to pay Invoices, which you'll see in the next section.

There are two ways to approve Invoices. One is directly from the Invoice index, which is found at Accounts Payable > Invoices on the left navbar.

1. Here you can approve Invoices in bulk by checking boxes on left and clicking Approve Invoices in the top right:

2. The second way is directly from the Invoice itself:

Paying Invoices

Once all of your Invoices are input and ready to go, you can navigate to Pay Invoices in the Shortcuts menu in the top right or to the button in the Invoices index under Accounts Payable > Invoices (top right).

1. First things first, to pay an Invoice on coManage, you must first have a Financial Account setup. A Financial Accounts can be real and created through Plaid or represent a real account and be purely for accounting purposes. Either way, they must be configured. Reach out to us if you would like help with this.

You can read more here: https://intercom.help/comanage/en/articles/4770230-how-to-use-cash-management-rules-gl-accounts-and-financial-accounts

2. Once you have your Financial Accounts accurately representing how you do business, you can use them to pay real invoices and we will send payment for you for free OR you can use them to indicate that a bill has already been paid or will be paid by some other method. For example, you could setup a Financial Account called "Venmo" that you use to represent when you pay a contractor by Venmo.

You first must select one of your Financial Accounts, a due date, and optionally, a Payee. If you don't set a Payee it will show all unpaid Invoices.

This is also where Approval matters. For this example, we're going to look for all Approved Invoices:

3. You'll notice in the above image that we present you a lot of useful data. Not only do we show you the property's balance (orange highlight; if you track that), we show you the portfolio's balance (green highlight) and you can limit properties and/or portfolios from going negative in your organization settings.

Some managers legally are not allowed to have negative balances and some are. Usually, those that manage their own properties do not track this as closely - but they can if they want to.

4. Then, finally, if you've already paid these Invoices by some other method outside of coManage, you can check the "Pay Manually" checkbox (in yellow in image above) and the payments will be made for accounting purposes but no real payments will be generated.

If you do not select Pay Manually and that Financial Account is approved for Payments, then coManage will generate payments for you by ACH and/or mailed check - for free. Mailed checks will be tracked for delivery and cashing - again, all for free =)

4. And once you click "Submit Payments", you will be taken to a Payment Summary page.

And that's that. If you have any questions or running into configuration issues or bugs, please reach out to us by clicking the chat bubble in the bottom right corner.

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