Invoice details, features, and functionality
Contents
Invoice generation
Invoices are created automatically by the system at the end of the day (at approx 10 PM) for users with that date as their Invoice date (for user / valet-storage invoices) or on the invoice generation date setup for your system (for self-storage invoices). Invoices can also be created manually from a user's page or a unit page. Also, if the billing trigger is set to automatic, the system will automatically send invoices in situations where a customer does not have a payment method set up.
Review also the system Invoice settings to understand the timing for how the system will handle the charging/sendingSelf-storage of invoices. You can also learn more about the invoice, receipt & failed payment email notifications sent to customers in the Billing / Invoice related emails help doc.
Self-storage invoices
Self storage invoices are linked to a unit. They can be seen by the self-storagesite and also under each occupied unit (for the current tenant). You can manually create a self storage invoice from the invoices section of the unit's page.
Self-storage invoices use the accounting code and tax rates from the settings for each line item in an invoice. Rent, deposit, and prepayment line items default to what you have set up in the system charges (unless overridden manually on the invoice itself, unit or unit type).
When adding line items to a self-storage invoice, make sure to select the Type of charge:
- Deposit: Any amount paid and held as a deposit will be added to the unit deposit account.
- Prepayment: Amounts paid upfront which will subsequently be added to the unit prepayment account in order to be applied against future invoices.
- General revenue: This will be counted just as normal revenue for that month.
You can also choose the Accounting code from the dropdown of available codes set up in the Accounting settings.
Invoice items
The Items section outlines each line item of the invoice. These will be automatically added to the invoice (storage fees, recurring charges, store product charges, transportation fees, manually added charges, etc), when it is created.
Line items can also be added, edited, and deleted manually, if required (only if the invoice is in Draft state). Click on the line item to make the necessary changes. Click on the + icon to add a new item.
You can choose to add a custom charge or select one from your list of pre-defined charges.
Invoice payments
Payment gateway (credit card) payments
For a customer that has a credit card or other payment method set up on their account via a payment gateway (e.g. Stripe), a Charge customer button will be shown.
Click this to initiate a charge on their registered payment method for the invoice amount (or in the case that other partial payments have already been applied, the balance remaining amount).
If the charge is successful, the invoice will automatically be updated to Paid state and the customer will receive a receipt email. The Payments section will log the transaction details and reference number for the payment gateway transaction.
See the Failed invoices section below to learn more in the case that a payment gateway cannot process the charge.
Manual payments
The Payments section outlines each payment logged against the invoice. Click on the + icon or click on the + Add a manual payment button to log a payment up to the amount of the Balance remaining on the invoice and you can register the method, payment date, etc.
Once the remaining balance on the invoice is 0, you can click on the green Mark as paid button. The system will then automatically send a receipt email to the customer.
You can customize your list in the accounting settings.
Credits
Credit available on an account will be automatically applied as a payment on an invoice. If the credit amount available covers the Balance remaining on the invoice, the invoice will be automatically be set to Paid and the customer will receive a receipt email reflecting the credit applied.
Delete a manual payment
Manual payments can be deleted from invoices as long as they are not in a Paid state. Click on the payment line item and select Delete payment. Payments processed through a payment gateway like Stripe, however, cannot be deleted.
FAQ
How are invoices generated?
Invoices are automatically created by the system daily at around 10 PM for users with the specified invoice date or on the setup date for self-storage. Manual creation is also possible from user or unit pages.
What are the different types of charges for self-storage invoices?
Deposit, Prepayment, and General Revenue. Each type serves a specific purpose in accounting for amounts paid, prepayments, and regular revenue.
How do self-storage invoices work?
Self-storage invoices are associated with a specific unit and can be manually generated from the unit's page. They use accounting codes and tax rates from settings, and line items can be customized.