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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This guide outlines how to prepare and post service charge invoices - then how to send the invoices to leaseholders.


1. Access option from main menu

From the main menu:

  • Click Estate

  • Select Daily Accounts Processes

  • Click Prepare Service Charge Invoices


2. Prepare invoices

This screen will display all invoices that are due, broken down by estate, alongside the period they were created for and what budget year the charges fall into

  • Clicking the + icon next to an entry shows the breakdown of what is being invoiced by unit

  • Warnings displays any issues, such as missing leaseholder details

3. Post invoices

  • Ensure the required invoices are checked

  • Click Post

    The system will process all the selected invoices and confirm when they have been posted

    See screen in next step


4. Email Send invoices to leaseholders by post or email

Posted invoices will be shown with a green tick beside them and the invoice number added to the Invoice column

  • Click Print


Output Options are displayed:

  • You are given options to Store and/or Print the invoicesTick as required
    Tick E-mail and click Store to PDF is usually automatically ticked
    This stores a PDF of the invoice in the Unit Details screen (see 4a)
  • Print will be ticked for leaseholders who are set to receive their invoices by post
    As set in the Unit Details screen (see 4a)

  • E-mail will be ticked for leaseholders who are set to receive their invoices by email
    As set in the Unit Details screen (see 4a)

  • Click Proceed
    • You will be prompted to preview, and manually send the first email
    • You'll then be given the option to repeat this process OR to let the system complete the process automatically




Expand
title4a. Unit details - invoice settings & letters screen

The Unit Details screen stores how a leaseholder has chosen to receive their invoices and also provides access to stored invoices

Image Added

  • Send by: can be set to E-mail or By post

  • Click Letters (top right) to access stored PDF versions of service charge invoices
    Image Added
  • Right-click for other options, such as Attach to e-mail or Rename

  • Double-click to open




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