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Invoice & Billing Settings
Overview
To control tenant invoicing, open Agency → Trust Accounting Settings, then set the Default tenant invoice due date and switch on Tenant invoice reminders enabled → Save. To bill letting fees automatically, open Agency → Edit Agency → the Default management fees card, set the Letting fee type and turn on Bill letting fees automatically? → Save.
Set the default tenant invoice due date
Note: This is your agency-wide default. It sets the due date on every new tenant invoice from now on — it doesn't change invoices you've already issued.
Turn on automatic tenant invoice reminders
Note: The first reminder goes out once an invoice is Reminder frequency days past its due date, then repeats every Reminder frequency days until it's paid — so this setting controls both how long Keyhook waits before the first reminder and how often it chases the tenant after that. Reminders are sent once a day (from 9am), so a lower number means both an earlier first reminder and more frequent chasing.
Set up automatic letting fees
Note: This card saves all your agency's default fees together — the management, maintenance, water processing, letting and inspection fees are all required, so you can't save your letting-fee change until the others are filled in too.
Check the letting-fee charges
Good to know
- Invoice due dates, reminders and default letting fees are agency-wide settings a Principal user configures once — they apply across every property. The letting fee (and the other management fees) can still be overridden on an individual property when you set it up.
Frequently asked questions
Where do I set the invoice due date versus the letting fee?
They're on two different cards. The Default tenant invoice due date and reminders live in Agency → Trust Accounting Settings (the Accounting settings card). Letting fees live in Agency → Edit Agency (the Default management fees card).
What does a due date of 0 mean?
The invoice is due the same day it's created. Enter a larger number to give tenants that many days after the invoice is issued before it's due.
When exactly is a letting fee charged?
When Bill letting fees automatically? is on, a charge is created as soon as a tenancy agreement is signed by all parties. If Require approval for letting fees charges? is also on, the charge waits under the Needs Approval tab until you approve it.
Can I use a different letting fee for one property?
Yes. The Default management fees card sets your agency's defaults; you can override the letting fee (and the other fees) on an individual property when you set it up. See Set Up a Property.
Why won't the Default management fees card save?
It validates every fee at once. Make sure the management, maintenance, water processing, letting and inspection fees all have a type and amount — a blank one blocks the save.