Lettings Invoicing in Accounting

Lettings invoicing allows you to generate invoices for accounting charges that are payable to your agency.

Invoices will be generated for any charges that are payable to the agency, regardless of which ledger the charge is on. For example, a management fee on an owner ledger and a key replacement fee on a tenancy ledger will both generate an invoice.

Before you get started with lettings invoicing, there are a few important settings to setup.

Invoice sequencing is required to determine the invoice prefix and number for your lettings invoices.

Invoice settings are also required to determine which sequence should be used for the branch as well as the various payment details.

With invoice sequencing and invoice settings setup, head to Settings (left side panel at the bottom) > Company Settings > Accounting > Setup. Here you will see the lettings invoice settings area where you can select which invoice settings should be used for lettings for each branch in your network.

Also in the Accounting settings section, click the 'statement settings' tab and you'll see a toggle for 'attach invoices'. If toggled on the landlord will receive an individual invoice for each charge in that payment allocation, payable to the agency, as an attachment in their statement email.

See our Accounting Settings help article for more accounting based settings.

To view a list of your lettings invoices, head to Invoices (left side panel at the bottom). If you are a sales and lettings branch, on the invoices page click the 'lettings invoices' tab.

This table gives a breakdown of all lettings invoices and can be filtered by branch, type of charge, invoice status, invoice and due date. You can view the invoice by clicking the invoice number and can also search the table by invoice number or address.

The invoice table can also be exported by clicking the 'export to CSV' button at the top right. This export gives you the option to export to Xero or Quickbooks and also split out the amount into Net, VAT and gross.

The invoice status will depend on the due date and state of allocation:
​

Overdue = The charge date is in the past and has not been fully allocated

Unpaid = The charge date is in the future and has not been fully allocated

Paid = The charge has been fully allocated

As well as the invoice table, you can view invoices on an individual ledger. Head to the relevant ledger, click the three dots on the right hand side and then click 'view invoice'.

It's important to remember that this option will only appear on charges made payable to the agency. Any charges created from once the feature is turned on will automatically generate an invoice.

However any charges created before the feature is turned on will not automatically generate and will require you to go to 'generate invoice' should you need a copy of these. This can be done by clicking the three dots > generate invoice.