Prepare service charge invoices (block management)

Owned by Fiona Wilson
Last updated: Jul 04, 2022
3 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

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 Block

  • 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 + 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. 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:

  • Store to PDF - 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* 

  • E-mail will be ticked for leaseholders who are set to receive their invoices by email*

  • 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

* As set in the Unit Details screen (see 4a)

4a. Unit details - invoice settings & letters screen

How a leaseholder has chosen to receive their invoices is set in the Unit Details screen - this screen also provides access to stored invoices

To set how to send invoices to the leaseholder:

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

To access stored PDF versions of service charge invoices:

  • Click Letters (top right of Unit Details)
    The Letter Generator screen will be displayed showing the invoice in Existing letters and files (right)

  • Right-click for other options, such as Attach to e-mail or Rename

  • Double-click to view the invoice