Invoices

Manage property-related billing and financial records through the Invoice section of the Accounts module.

The Invoice section in the Accounts module allows property managers, facility administrators, and finance teams to track, generate, and manage invoices related to leases, maintenance services, utilities, vendor contracts, and other property-related transactions.

This section ensures that all income and billing activities are organized and easily accessible, supporting accurate financial reporting and tenant accountability.

Key Features

• Invoice Generation: Create invoices manually or from linked modules such as Quotes, Work Orders, or Contracts / Lease Agreements.
• Client & Vendor Billing: Issue invoices to tenants, owners, or third-party vendors with full details on services rendered or charges applied.
• Recurring Invoices: Automate invoicing for periodic charges like rent, maintenance fees, or service contracts.
• Invoice Tracking: View invoice status (e.g., Draft, Approved, Paid, Overdue), filter by property, unit, or contact.
• Download & Share: Export invoices as PDFs or email directly to recipients from the platform.

Invoices Dashboard

The Invoices Dashboard provides a centralized view of all invoices in the system. At the top, status tiles display the total number of invoices in each stage, offering quick insights into your expenses pipeline. This dashboard helps streamline expense management and track progress at a glance.

Usage Tips

• Search Invoices: Use the search bar to quickly find invoices by customer name or invoice number.
• View Invoices List: Scroll down to see a detailed list of all invoices with sortable columns, including key information such as status, customer, due date, invoice amount and export status.
• Filter Search Results: Use the search filters to refine search results for an Income Type, Invoice Export Status and Invoice date range.
• Create New Invoices: Click the button and select New Invoice option to create a new invoice.
• Edit Invoice: Click at invoice number to edit the invoice.

Status Description

Export Options

From the Invoices Dashboard, you can export invoice data in CSV format using the options available under the Export menu:

• Invoices – Summary - Exports a summary of all issued invoices, including customer details, invoice amounts, due dates, and statuses.
• Invoices – Cash Summary - Exports only cash-based invoices, such as immediate payments and walk-in sales.

To export invoices, click the button, choose Export, and select the appropriate option.

These CSV files are compatible with accounting platforms like Xero (e.g., for import into Xero > Invoices), helping you efficiently sync and reconcile your invoicing data with your accounting system.

Invoice Creation & Editing

To add a new Invoice, click at button and select New Invoice option. To create or edit a invoice, you’ll enter the following information:

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Invoice Lines

Each invoice can include multiple items or services listed as invoice lines.

Invoice Detail View

Each invoice has multiple tabs including Invoice Lines, Notes, Payments, Documents, and Activity. These tabs provide information on associated records for this invoice.

Notes

Use this tab to manage Debit Notes associated with Invoices. Use this area to issue adjustments for overpayments, returns, or invoiceing corrections.

Payments

Track historical payments made against the invoice. The following table describes the payment list columns:

Documents

The Documents tab displays all files uploaded to this invoice.
To add supporting documents, click Upload Document. In the upload dialog, you can either drag and drop files or browse to select them manually.
Supported file types: PDF, Word, Excel
Maximum file size: 15 MB

Activity

Displays system-generated logs and interactions related to the invoice lifecycle.

Actions Menu

The Actions menu provides quick access to key operations related to the selected invoice:

• Preview
  The Preview option allows users to view a real-time PDF preview of the selected invoice before taking further action. This helps ensure the invoice appears exactly as intended before sending or printing.

• Edit Invoice
  Opens the invoice in edit mode, allowing you to modify invoice details such as items, dates, and amounts.

• New Note
  Adds a Credit Note linked to this invoice, typically used for adjustments or corrections.

• Record Payment
  Record the invoice payment.

• Export
  Exports the invoice data in CSV format, compatible for import into Xero > Invoices. Useful for syncing records with your accounting platform.

Invoice Preview Features

• PDF Preview Panel
  Instantly displays a formatted PDF version of the invoice, showing all relevant details including branding, line items, taxes, and totals. This mirrors what the recipient will see.

• Select Invoice Template
  Users can choose from available invoice templates (e.g., Standard, Detailed, Lease Summary) to customize the layout and styling of the PDF.

• Download Invoice
  Click the Download button to export the invoice as a PDF file to your local system.

• Print Invoice
  Print directly from the preview screen using the Print button, with formatting optimized for physical copies.

• Email Invoice
  Use the Email button to send the invoice PDF to the associated contact’s email address.

Invoice Payments

The Payments option allows you to receive, record and manage payment transactions associated with an invoice.

• Receive Payment: Initiate an online payment request, allowing the customer to pay the invoice using supported payment methods.
• Record Payment: Manually log a payment you’ve received outside the system (e.g., cash, bank transfer, cheque) and apply it to the invoice.

How to Receive an Online Payment

To reive an online payment for a invoice:

1. Open any Approved invoice.

2. Click the Actions button and select Receive Payment. You will be redirected to a secure payment page hosted by Stripe.

3. On the left side, following information will be displayed:

   • The invoice number (e.g., 2023071601)
   • The amount due (e.g., £72.00)
   • Our business name and branding (nestclo®)

4. On the right side, fill in contact payment details:

   • Your email address
   • Card information (Visa, Mastercard, AMEX, etc.)
   • Cardholder name
   • Your Country/Region and Postal Code

5. Click the blue Pay button to submit payment.

How to Pay an Invoice from Email

Once online payments are enabled on our platform, paying your invoice is quick and easy — right from your inbox.

Step-by-Step Guide

1. You will receive an email with a PDF invoice attached from our team.

2. Inside the email, click the “Pay Invoice” button.

3. This will take you to our Invoice Preview page, where you can:

   • View your invoice details
   • Confirm the amount due
   • Click the Pay Invoice button to proceed

4. You’ll then be redirected to a secure Stripe-hosted checkout page.

5. On the Stripe payment page, enter your:

   • Email address
   • Card information (Visa, Mastercard, AMEX, etc.)
   • Billing name
   • Country/region and Postal Code

6. Click the Pay button to securely complete your transaction.

What Happens After Payment?

Once your payment is successful:

• You’ll see a confirmation message
• We’ll send you a receipt via email
• The invoice will be automatically marked as paid in our system

Payment Security

How to Record a Payment

To record a payment for a invoice:

1. Open any Approved invoice.
2. Click the Actions button and select Record Payment.
3. A Payment Information dialog will appear for you to enter payment details.
4. Click Save Payment to confirm and apply the transaction.
5. Once the payment information has been saved:
   • The Payments tab will display a new payment entry with all recorded details.
   • The Balance on the invoice is reduced accordingly.
   • If the balance reaches 0, the invoice is marked as Paid.
   • You can edit or remove payments if needed.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Example Scenario

Best Practices

• Always verify the Payment Method and Account before saving.
• Use unique Payment References to avoid reconciliation errors.

Need more help? Visit FAQs or contact our support team!