Creating an Initial Invoice for a new tenancy

At any point during the progression of a proposed tenancy, you're able to generate an invoice that includes an itemised account of monies due for rent and deposit. The Initial Invoice can show the deduction of any monies the proposed tenancy might have paid on making their application, such as a holding deposit.

There are two ways in which you can create the Initial Invoice:

• Creation during the progression of an application
• On Finalise Let at the start of the tenancy 

This article includes: 

• Adding an Initial Invoice
• Raise Charges Now
• Adding an Initial Invoice on Finalise Let

Adding an Initial Invoice

1. Click Progressions on the main toolbar
2. Click All Lettings on the side menu
3. Set the Status to In Progress using the dropdown menu
4. Click the property you require to add the Initial Invoice. In the progression view, click Actions
5. From the dropdown menu, click Add Initial Invoice
6. In the pop up window, confirm the details of the tenancy
   For more information on Apportioned Rent, click here 
7. Click Add Initial Invoice
8. The Charges for This Tenancy window opens. The Deposit will show as a Single charge and Rent as reoccurring. Click Edit next to the charges, if required 
9. Tick Show Account Balance if you want the invoice to deduct any monies previously paid by the applicant, such as a holding deposit
10. The Default Invoice Remark - Send Payment to, is set up in the default settings but can be edited ad-hoc at the next stage

Raise Charges Now

Raising the charges immediately will provide an option to send the tenant(s) a copy of the invoice, less any previous amount paid, via the Preferred Delivery Type selected in their contact pages.  

1. In the Charges for This Tenancy window, tick Raise Now at the top of the right column
2. Click Raise Selected
3. In the Raise Charges for this Tenancy window, you have the option to send a copy of the invoice to the tenants. Click the Send Invoice dropdown menu and select Include All to send one invoice with all charges
4. Preview is available to ensure you have the invoice created correctly
5. Click Raise Selected
6. The screen will return and show you the next months rent which will raise when the date is due
7. Click Close

A copy of the invoice(s) can be seen on the relevant tenancy record, within Transactions on the side menu. A record of the invoice document can be found within the Timeline.

Adding an Initial Invoice on Finalise Let

If an Initial Invoice hasn't been created as above, Alto will create the Initial Invoice when you Finalise Let on a Tenancy in tenancy progression. 

1. Click Progressions on the main toolbar
2. Click All Lettings on the side menu
3. Set the Status to In Progress using the dropdown menu
4. Click the property you require. In the progression view, click Actions
5. From the dropdown menu, click Finalise Let
6. In the Finalise Tenancy Details window, confirm the details of the tenancy
7. Click Finalise Let
8. Click Save
9. Click Update
10. The Charges for This Tenancy window opens. The Deposit will show as a Single charge and Rent as reoccurring. Click Edit next to the charges, if required 
11. Tick Show Account Balance if you want the invoice to deduct any monies previously paid by the applicant, such as a holding deposit
12. The Default Invoice Remark - Send Payment to, is set up in the default settings but can be edited ad-hoc
13. To process this invoice today, follow the Raise Charges Now section above

A copy of the invoice can be seen on the relevant tenancy record, within Transactions on the side menu. A record of the invoice document can be found within the Timeline.