Adding an invoice to a property

Invoices from suppliers can be added as an expense on to a property for payment from the landlords income. The charge could be for any invoice where a works order hasn't been created, such as an electricity bill, or any other expenses incurred by your landlord.  

After an expense is added, it will appear as a debit on the landlords statement, until funds are available for it to be paid. 

If the property is vacant, a landlord statement can be created with the expense items, requesting the landlord send your agency funds for the invoice, so the relevant supplier can be paid.

This article includes: 

• Property expense payable by a landlord
• Raise expense
• View the property expense in Landlord Transactions

Property expense payable by a landlord

An expense can be added to a property for an ad-hoc invoice, such as an electricity bill or regular gardening, without the need to create a works order.   

1. Click Property on the main toolbar
2. Select the relevant property from Recent & Favourite Properties
   1.  Alternatively, find the property using the Search Properties bar in the top right
3. The property Overview screen opens. Click Actions
4. In the dropdown menu, click Charge
5. Click Add Charge
6. The Add Charge for window appears
   1. Charge Date - Edit this (if required) to the date which the expense charge is due 
   2. Frequency - Leave this as Single or edit it if the charge is going to be reoccurring 
   3. Charge Item - Click Expense and then tick the relevant option
   4. Description - Edit this to suit the description of the expense
   5. Net Amount - Enter the amount payable to the supplier
   6. Supplier - Search for and select the supplier to whom the expense is payable
   7. Suppliers Reference - Add the supplier's invoice number (if available)
7. Click OK

Raise expense

If you don't raise the charge immediately, it will raise automatically on the Charge Date. However, if you do want to raise the expense immediately:  

1. Tick Raise Now next to the charge you have created
2. Click Raise Selected

View the property expense in Landlord Transactions

A record of the charge is recorded within the landlords Transactions. If you are on the property record:

1. Click the landlords name to navigate to their contact record
2. On the Overview screen, ensure the correct Landlord has been selected
3. Click Transactions on the side menu
4. The transaction will appear on the date the charge was raised

Related articles: 

Removing a property expense