Receipt a Tenant Invoice Payment

Overview

To receipt a tenant's invoice payment, open Financials → Bank Feeds → the To Review tab, then click the incoming transaction to open the Reconcile transaction window. It opens with a blank payment line: set its Type to Tenant Invoice, pick the Property, Tenancy and invoice, check the Amount and click Reconcile.

Receipt the payment against the invoice

Open Bank Feeds

In the left menu, open Financials and click Bank Feeds. Stay on the To Review tab, which lists the incoming and outgoing transactions still waiting to be reconciled.

Start reconciling the transaction

Find the incoming payment from the tenant, click anywhere on the transaction line. The Reconcile transaction window opens with one blank payment line already added under Included payments.

Set the type to Tenant Invoice

On that blank line, open the Type dropdown and choose Tenant Invoice. The Property and Tenancy columns then unlock on the line; the invoice picker isn't on the line — it appears in a sub-row beneath it once you've selected both the property and the tenancy.

Choose the property and tenancy

Select the Property, then the Tenancy the invoice was raised on. Both are required, and the invoice picker stays locked until a tenancy is chosen.

Choose the invoice

In Select an existing invoice…, pick the invoice this payment is for. Only invoices already raised on that tenancy appear; if there are none you'll see No existing invoices found.

Check the amount

The Amount is pre-filled with the whole transaction total. Leave it as-is when the payment settles this one invoice in full, or change it to enter just the part of the transaction that goes to this invoice.

Reconcile

Check that the included payments add up to the transaction total, then click Reconcile. The payment is recorded against the invoice straight away.

Note: A reconciliation applies immediately, and the included payments must add up to the transaction total exactly or the Reconcile button won't complete. Only incoming (money-in) transactions can be receipted to a tenant invoice.

Record a part-payment

Enter the amount going to the invoice

In Amount, enter the part of this transaction that settles the invoice rather than its full balance — the invoice keeps its outstanding balance and stays open.

Account for the rest of the transaction

If the bank transaction is larger than this part-payment, click Add another payment and add a line for the remainder (rent, another invoice, and so on) so the lines still sum to the transaction total.

Reconcile

Click Reconcile. The invoice keeps its outstanding balance and stays open until the rest is receipted against it later.

Split one payment across several invoices

Add a line per invoice

Where a single transaction settles more than one invoice, click Add another payment for each extra invoice, setting each line's Type to Tenant Invoice.

Point each line at its invoice

For every line, choose the Property, Tenancy and invoice, then split the money across the lines in the Amount fields.

Reconcile

Once every line has an invoice and amount, click Reconcile.

Note: Each line must point at a different invoice, and all the lines together must still add up to the one bank transaction's total.

Start from a Keyhook recommendation

Check for a suggestion

If Keyhook recognises the transaction, the Reconcile transaction window shows We have recommendations for this transaction with one or more matches under Recommendations.

Select it to pre-fill

Click a recommendation to pre-fill the included payments. Selecting a different one overwrites any changes you've made.

Adjust and reconcile

Confirm the invoice and amount are right — correct them if needed — then click Reconcile. Tick Create a new rule from this reconciliation first if you want matching future transactions recommended the same way.

Frequently asked questions

The invoice isn't in the list — why not?

The invoice has to be raised on that tenancy first, and you must select the right Property and Tenancy before the invoice picker unlocks. If nothing appears you'll see No existing invoices found.

Can I record a tenant paying only part of an invoice?

Yes. Enter the part of the transaction going to the invoice in Amount rather than its full balance; the invoice keeps its remaining balance and stays open until you receipt the rest against it.

The Reconcile button won't complete — what's wrong?

The included payments must add up to the transaction total exactly. Use Apply remaining amount, or add another payment line for the leftover part of the transaction, until the total matches.

I receipted it to the wrong invoice — can I undo it?

Yes. On the Reconciled tab, open the transaction's … actions menu, choose Reverse transaction, and enter the required Reason for reversal. If it can't be reversed normally you'll be asked to type the transaction ID to confirm — usually a sign the funds have already been paid out, so check before forcing it. The transaction then returns to your unreconciled list, where you can reconcile it against the correct invoice.