How to Run Invoices Manually

Updated October 21, 2022 20:59
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It is possible to create invoices on demand at any time, and you can manually run your monthly invoices in bulk if you prefer them not to run automatically. Read on to learn the different ways to create invoices.

Create invoices for individual residents

If you want to create an invoice for Incidentals, open the Incidental Charges blue bar on the resident's profile.

Add any incidental charges that still need to be added.
Use the checkboxes to the left of the charges to select which ones you want to invoice.
Click the Invoice Incidentals button above the table. Confirm the date you want to display on the invoice, and click Create Invoice. You will find this invoice in the Invoices blue bar below.

Most likely your community has a setting turned on to automatically invoice incidentals on the next recurring invoice. You can find out in the right column of your Billing Settings.

To create an invoice that is not just for incidentals, open the Invoices blue bar on the resident profile. Click the Create Invoice button. The options can be used in the following ways:

Blank This will create an invoice with no transactions. Here you can manually add billing items.
Recurring This option allows you to create an invoice that includes all the resident's active recurring charges that have not already been invoiced for the monthly period that includes the Invoice Date.
Move-In This option displays a pop-up where you can verify resident Financial and Physical Move In Dates and the Service Start dates for all recurring charges on the account.
- In the "Bill For:" menu, select whether you want to create an invoice for either this month or next month, or you can create two invoices with the option "This Month and Next Month".
- Any uninvoiced incidentals will also display here, and if checked, they will be added to the invoice.
- For more information about billing move-in processes, read this article: Billing for Resident Move-Ins.
Move-Out This option displays a pop-up where you can add or verify resident Financial and Physical Move Out Dates and decide whether to apply all unapplied credits and payments to the invoice.
- It is required to add Service End dates for all recurring charges on the account.
- Any uninvoiced incidentals will also display here, and if checked, they will be added to the invoice.
- For more information about billing move-out processes, read this article: Billing for Resident Move-Outs.

The Move-In and Move-Out invoice options become unnecessary if your organization has the Impact Review feature enabled. Impact Review helps you create prorated invoices when you add recurring charges, add rate changes, or end service for any recurring charges on a resident's profile. For more information, read this article: Impact Review.

Create invoices for multiple residents

To invoice all the recorded incidental charges for your community, go to the Invoices page (Billing menu > Invoices).

In the All Invoices tab, verify the Invoice Date range includes the Incurred On dates for the incidental charges you need to invoice.
Toward the top right of the table of invoices, click the Invoice Incidentals button.
This opens a pane on the right side of your page where you can choose an Invoice Date and select the names of residents who have uninvoiced incidentals during the Invoice Date range from the first step.
Click Invoice Incidentals to create invoices for each resident you selected.

To generate monthly recurring invoices in bulk, click the Invoice Preview tab on the Invoices page.

Look at the Overview section to see if there are any residents who do not have recurring charges set up, and you can scroll down to see if there are any moved out residents with open accounts.
Click the Not Invoiced section. Select the month for which you want to generate invoices and click Refresh.
Click the checkboxes to the left of the table of residents to select all or specific residents.
Once some residents are selected you can click Preview Invoice PDFs to create unofficial invoices for review prior to generating the real bills. When you are ready to generate the invoices, click Generate Invoices. This will create invoices for all residents you selected, and they are now available on the resident profiles and in the All Invoices tab.