Generating & Emailing Invoices For Your Tenants With SimpleRent

Generating Invoices

SimpleRent makes it extremely easy to generate, print, and email invoices to your tenants. Invoices can be generated for all tenants and receivables, or a selected subset of receivables or tenants. You can also choose to group all items for each tenant on one printed invoice, or group all items of a particular charge type together.  You can even have one invoice per line item if you choose.

To generate invoices, first select one or more receivable line items from the Rent Roll to produce an invoice for:

You can choose all items by clicking the check box at the top of the list. Also, as a shortcut, leaving all boxes empty also assumes you want to invoice all items.

Click the Print Invoices button:

The “Generate & Print Invoices” popup screen appears:

Controlling Which Receivables Appear on Invoices:

Your invoice generation & print options will reflect the current filters on the Rent Roll screen – if you have checked a select number of receivables, the “Filters” options on this popup will show “Selected Receivables Only” – if you have selected all, it will specify “All Receivables”.  It will also reflect any date filters, whether you have ‘Include Fully Paid Items’ or ‘Include/Exclude Closed Leases’ enabled or disabled, and the current ‘As Of’ date.  See the “Filters” paragraph of the “View Rent Roll” section above for more information about these filters.

Controlling How Receivables Are Displayed:

This popup screen also allows you to configure how the items are displayed on grouped into invoices.

The “Separate Invoices” dropdown list offers the following choices:

For Each Tenant: all receivables for each tenant will be grouped together on the one invoice.

For Each Tenant & Payment Type: all receivables will be grouped by tenant and payment type – receivables for each payment type will appear together on a single invoice.

For Each Amount Due: every receivable will have its own invoice.

All Items on One Invoice: all selected items on one single invoice.

Other options in the “Invoice Settings” panel include customizing the invoice date, starting the invoice # at a particular starting point, and prefixing the invoicing number with a number of set of characters (eg. for an invoice # of INV-231, use “INV-“).  Invoice numbers will start at the number you specify and increment for each invoice, based on the grouping settings you choose (each tenant, each tenant & payment type, etc).  The system will remember the last invoice # from the previous invoice run (across all users on your account) and increment starting from the last invoice number from the previous run.  Finally, you can also include an invoice comment – this comment will be saved for next time as well.

Once you have configured your invoices to display the way you want, click the “Print Invoices” button to generate them – the invoices are generated and shown in the Print View tab:

Each invoice (based on your separation settings) appears as a different page in the report.  You can export these to PDF files and print, save, or send, or you can use the “Email Report” functionality to email them either to yourself, a specific email address of your choice, or send each tenant their own invoices easily.

Emailing Invoices

SimpleRent makes it easy to email all the invoices you have generated for the month to your tenants – each tenant will receive only their own invoice, and you only have to click once to send them all automatically.

Note: obviously, in order to be able to email invoices to tenants you’ll need to make sure at this point that you have entered your tenants’ email addresses into their Contact Info panel of the Edit Person page.

Once you have generated an Invoice and it appears on screen in the Print View tab of the Rent Roll page, click the “Email Report” button.  The “Email Report” popup screen appears:

You can choose to email “Tenant Invoices”, which sends each tenant (with a valid email address in the system) a separate email (not CC:d, or BCC:d) containing their invoice as an attachment, or you can choose to send the invoices (as a single report, and single file attachment) to an email address of your choice with “One File, Single Recipient”.

You can also select a predefined Email Template for the email subject and body – for example, you can choose from the default “Invoice” email template, or create your own – see the “Email Templates” section for more information on creating and using email templates.

Finally, click the “Send Email” button to initiate the bulk email process.

Comments are closed