What is a billing rule?

Definition:

There are generally two types of invoices that you will need to load on your system:

1. Once-off or ad-hoc invoices (deposit, lease fee, pro-rata rent, etc.). You only bill (invoice) for these expenses occasionally and there is no set pattern with regards to when you do the billing.
2. Monthly recurring invoices: These are invoices that need to be raised monthly. This type of monthly invoice can also be:

• Fixed (the same every month). Example: Rent, or anything that has the same amount due every month.
• Variable (the amount differs every month). Example: Municipal accounts or anything where the amount will not be the same every month. 

How to create a billing rule:

Once billing rules are created, they will be available on your Billing Schedule every month - there is no need to create rules for the same expense every month.  Creation of billing rules is usually done when you set up a new account and will then be available for you to use for the duration of the lease on your system (unless set up otherwise). 

Step 1:

Determine on which account the billing rule must be loaded. 

• If the tenant must be invoiced, you will load the rule on the Tenant Account.
• If you wish to invoice the landlord, you will load it on the Landlord Expense - Creditors account. All landlord expenses will be deducted from rental income before the rent payment is made.
• ONLY for those using Basic Accounting Asset Groups: If you wish to invoice the landlord on the Asset Group level and not on the individual unit level, load it on the Asset Group Creditors Account. Read more about Basic Accounting here.

Step 2:

Create the billing rule:

• Ensure you are in the Billing Rules tab on the chosen account
• Click on "Add Billing Rule"