Creating Invoices and Recording Payments
Most invoices are generated automatically from a property’s assigned charges (see Understanding Billing). This page covers the admin tools for creating invoices directly and recording payments across multiple properties at once.
The Invoices list
Section titled “The Invoices list”Go to Billing → Invoices. Status tabs across the top let you jump to invoices in a specific state, and the Filters menu narrows by month or property.
Creating a single invoice
Section titled “Creating a single invoice”Click Create, choose the property and (optionally) the invoice and due dates, and click Create Draft. You’ll land on the invoice’s edit page to add line items — a description, type, and amount for each. While still a Draft, you can:
- Save — keep your changes without sending
- Send — issues the invoice to the resident. Once sent, its line items can no longer be edited or added to — by anyone. This protects the invoice’s audit trail
- Delete Draft — removes the draft entirely (this voids it under the hood)
- Preview — see how the invoice will look once sent
Creating invoices in batch
Section titled “Creating invoices in batch”Click the arrow next to Create and choose Batch Invoices. Set one line-item template (description, type, amount) and a due date, then search and select as many properties as you need — a “Select all” checkbox is available too. Submitting creates one draft invoice per selected property, each with the same line item.
Sending invoices
Section titled “Sending invoices”How invoices reach residents depends on your community’s invoice generation mode (configured here):
- In Automatic mode, generated invoices are issued right away — no action needed.
- In Admin review mode, generated invoices sit in the Draft tab. Review and edit them as needed, then send them one at a time from the invoice, or all at once using Send All from the Invoices list.
Working with an existing invoice
Section titled “Working with an existing invoice”Click into any invoice to see its line items, payment history, and available actions:
- Edit — only available while the invoice is still a Draft
- Send Invoice — for drafts that are ready to go out
- Record Payment — log a manual payment against this specific invoice (method, amount, reference number, payment date)
- Void Invoice — cancels the invoice and reverses any remaining balance
- Waive — next to a late fee or NSF fee line item, this doesn’t delete the fee — it marks it waived and issues a credit memo for the same amount, applied automatically to the invoice
- Audit log — a timeline of every action taken on the invoice
Recording payments in bulk
Section titled “Recording payments in bulk”If you’re depositing a batch of checks or entering payments received outside Stripe, go to Billing → Record Payments instead of working through invoices one at a time. Search for properties, enter an amount, method, and reference number per row, select the ones you’re recording, and set a single payment date for the whole batch. Review the total before submitting — payments are applied automatically according to your payment allocation strategy.
Where to go next
Section titled “Where to go next”- Need to record a payment, credit, or arrangement for one specific property? See Managing a property’s billing.
- Want invoices to include late fees automatically? See Late fees and payment arrangements.
- Reviewing everything that’s come in, or exporting to QuickBooks? See Transactions and exports.
- Took in checks or cash that still need to reach the bank? See Recording Income and Deposits.