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Seamless Tenants Help

View, Add/Import, Search/Filter, Waive, Export/Share Invoices

Viewing List, Adding or Importing Invoices, Filter/Search & Waive Invoices, Exporting & Sharing data

Viewing Invoices List

Monitoring all billing records, tracking payment statuses, and identifying overdue accounts.

Steps:
To view your financial records and billing history:

  1. Navigate: Click the Invoices (Dollar List Icon) in the left sidebar.
  2. Review Table: The main list displays every invoice generated by the system:
    • Title: Describes the charge (e.g., “Rent for Mar 1, 2026”).
    • From / To: Identifies the specific Property/Unit and the Tenant associated with the charge.
    • Amount: The total dollar value of the invoice.
    • Invoice Date: Shows when it was issued, the Due Date, and a red Overdue badge if the grace period has passed.
  3. Actions: Use the buttons on the right to VIEW the PDF, PAY to record funds, or WAIVE to remove the charge.
  4. Refresh: Click the Circular Arrow Icon (top right) to sync the latest automated rent charges.

Importing Invoices in Bulk

Using file uploads to quickly onboard multiple invoices and historical data.
Steps:
To move existing invoice data from another system:

  1. Navigate: Click the orange IMPORT button on the Invoice main page.
  2. Upload File: Click IMPORT FROM FILE to upload your CSV or Excel spreadsheet.
  3. Map Data: Follow the 8-step wizard to verify data for Type, Category, Amount, Title, From/To, Invoice Date, Due Date, and Tenant ID.
  4. Validation: Review the table to ensure there are no red errors. You can manually ADD ROW or REMOVE ALL to clean up the data.
  5. Submit: Click SUBMIT to create all invoice records simultaneously.

Adding a New Invoice

Manually creating one-time income or expense records for specific tenants and properties.

Steps:
To create a manual charge (such as a utility bill or repair fee):

  1. Initiate: Click the orange ADD INVOICE + button in the top right.
  2. Set Type & Category: Select Income or Expense and choose the appropriate Category (e.g., Rent, Maintenance, Utilities).
  3. Enter Financials: Input the Amount, a descriptive Title, and the Invoice Date.
  4. Link to Assets: In the “Attach To:” box on the right:
    • Select the Property and Tenant responsible for the payment.
  5. Describe: Add a To name and a detailed Description for the recipient to see.
  6. Save: Click the orange SAVE button. Note: You can upload supporting documents (like a utility bill photo) after saving.

Filtering & Searching Invoices

Narrowing down financial data by date, property, tenant, or payment status.

Steps:
To locate specific financial records in a large portfolio:

  1. Date Range: Use the Start Date and End Date pickers at the very top to view invoices for a specific month or year.
  2. Direct Search: Type an invoice number or tenant name into the Search Bar.
  3. Dropdown Filters: Use the multi-select filters to drill down by:
    • Category: Filter by Rent, Deposits, or Fees.
    • Property / Unit: See financials for a single building.
    • Payment Status: Filter by Unpaid, Paid, or Overdue.
  4. Group By: Use the Group By dropdown to organize the list by Property or Tenant for easier auditing.

Waiving an Invoice

Removing an unpaid charge from a tenant’s balance and recording the reason for the adjustment.

Steps:
To remove an invoice without receiving payment (e.g., removing an accidental late fee):

  1. Locate: Find the unpaid invoice in the list.
  2. Action: Click the white WAIVE button in the “Actions” column.
  3. Record Reason: In the popup, the Amount to waive is displayed. You must enter a Waive Reason (e.g., “First-time courtesy” or “Incorrect utility reading”).
  4. Submit: Click the orange SUBMIT button.
  5. Result: The invoice status will change to “Waived,” and the amount will be removed from the tenant’s total balance.

Exporting & Sharing Invoices

Generating financial reports in PDF or Excel and sharing them with owners or tenants.

Steps:
To share your financial data or save it for accounting:

  1. Open Menu: Click the Three Vertical Dots Icon in the top-right corner.
  2. Select Export Type: * PDF Icon: Generates a branded report of the current filtered list.
    • Excel Icon: Downloads a spreadsheet for deeper financial analysis.
    • Envelope Icon: Opens a sharing prompt to email the filtered invoice list directly to a recipient.
  3. Download Individual Invoice: Click the Download Icon (Arrow pointing down) next to the “VIEW” button on any specific invoice row to save just that single document.