In Breeze, you can create tenant invoices on the Correspondence page. An invoice represents a group of related charges, typically the recurring charges for a single month. An example is shown below.
To appear together on an invoice, the charges must be detail lines on a single charge record.
The monthly posting feature generates charges this way.
The invoice feature is typically used for monthly recurring charges, but it is not limited to them. For example, if you create one-time charges for damages, you could send the tenant an invoice.
Charge for damages, with two detail lines:
Resulting invoice:
To create a tenant invoice
Go to Reporting > Correspondence > Tenant. From the menu on the left, select Invoice.
The Invoice filter appears.
Complete the screen.
Property Unit Tenant / Status | Filter fields that allow you to pick the tenants who will receive invoices. |
Batch Id | Filter by charge batch. For example, if you just ran monthly posting, creating a charge batch, you can enter the Batch Id here to send invoices to the tenants in the charge batch. |
Month Range | Enter from and to dates (months). If you send invoices every month, enter the same month in both fields to limit the range to one month. |
Sender | The name used as the "sender" of the email. Options are as follows:
|
Recipient | The person who will receive the email. Options are as follows:
Note: You cannot multi-select recipients. If you select a recipient who is not the main tenant, the main tenant will not receive an invoice. |
Email on File Options | Allows you to filter for recipients who have an email address in the system or those who do not. For example, you could run the function once for tenants who have an email address, and send the email, and then run it again for those who do not, and print the invoices and mail them via regular mail. |
Notes | Text entered here appears in the Notes field at the bottom of each invoice. |
Show Paid Invoices | Invoices will include paid charges. |
Include Occupants | Each invoice will include the names of any Additional Tenants on the tenant record. |
Monthly Posting | Invoices will only be created for charges that were created by the monthly posting feature. They will not be created for one-time charges. |
Hide Unit No (Address) | Invoices will not include unit numbers in the address block. For single family homes, the Unit field on the invoice is left blank. |
Click Display. The bottom half of the screen displays the tenants (and other recipients) with charges in the selected time period.
You can download the statements by clicking View, or you can email them directly to the tenants. When you email a statement, it is also attached to the tenant record in Breeze so that you can see what was sent and when.
You can select all the tenants by clicking the check box at the top left of the grid (to the left of Property).
If you want to download and print the statements, select all the tenants and then click View Selected. Breeze generates one PDF that contains all the statements so you can download and print them easily.
You can see the email message that will be sent by clicking Preview. The email opens in a separate window and can be edited.