Tenant Invoices

Overview

To bill a tenant, open Financials → Invoices → the Tenants tab → click Create, search for the tenancy and choose Create tenant invoice, then set the Amount due, Category and Due date, choose who's paid, and click Save.

Create a tenant invoice
1
Open the invoices screen
From the left sidebar, open Financials and click Invoices, then select the Tenants tab (the invoice groups run Tenants, Suppliers, Charges, Recurring and Needs Approval).
2
Start a new invoice
Click Create (top right) to open the Create invoice page.
3
Find the tenancy
In the Search for a property, owner, or tenancy field, type the property address or a tenant's name, then in the results click Create tenant invoice for the tenancy you want. The form stays locked until you pick one.
4
Enter the amount and category
Type the Amount due and pick a Category from your agency's invoice categories. Both are required.
5
Set the due date
Set the Due date the tenant must pay by — it defaults to your agency's standard tenant-invoice window.
6
Choose who gets the money
Under Pay to, choose the property owner (the usual choice — the charge is passed on to the owner) or Your Agency. If you pick Your Agency, a required Fee account field appears — choose the fee code it should land under.
7
Decide whether to email the tenant
Leave Email tenant? ticked to send the invoice to the tenants straight away, or untick it to record the invoice without emailing. Add General notes (shown to the tenant) or Internal notes (agency-only) if you need to.
8
Save
Click Save in the bottom bar. The invoice is added to the Tenants list and shows as Unpaid until payment comes in, then flips to Paid.

Note: If the tenancy is holding credit, Keyhook shows a required Use tenancy credit? ($amount) question — the label includes the available credit, e.g. Use tenancy credit? ($120) — and you must choose Yes or No before the invoice will save. Choosing Yes puts the available credit towards the amount due.

Make it a recurring charge
1
Turn on recurring
On the tenant invoice form, tick Recurring charge?. This is how you set up a repeating charge such as a weekly or monthly fee.
2
Set when it repeats
Set Next charge on (the next date it should generate, which must be after the due date), the Interval number, and the interval unit (for example days, weeks or months).
3
Choose whether each charge needs approval
Leave Approval required ticked so each generated charge waits in the Needs Approval tab before it's issued, or untick it to let them go out automatically (this may be locked on by your agency settings).
4
Save
Click Save. The schedule then appears on the Recurring tab, where you can edit or delete it.
Bill a tenant for a supplier invoice
1
Start a supplier invoice
Click Create, search for the property and choose Create supplier invoice. Fill in the supplier, the Invoice amount, Category and the dates as usual.
2
Add the tenant's share
Tick Tenant contribution?, enter the Tenant contribution amount the tenant should pay, and select the Tenancy it applies to.
3
Choose whether to email the tenant
Leave Email Tenant ticked to send the tenant their share once the invoice is saved.
4
Save
Click Save (or Save & close maintenance request if the invoice is linked to a maintenance request you want to close at the same time).

Note: Saving creates a separate tenant invoice for the contribution, paid to the property owner and reusing the supplier invoice's category, due date and notes. The original supplier invoice is linked to it, so the tenant sees both their Keyhook invoice and the original bill. You can only attach one tenant contribution per supplier invoice — if one already exists, edit that tenant invoice directly.

Send or resend the invoice link
1
Open the invoice
On the Invoices screen's Tenants tab, click the invoice's row to open it.
2
Copy the link
In the right-hand side panel, under Invoice Details, click Copy link. This copies the tenant's public invoice URL to your clipboard.
3
Send it to the tenant
Paste the link into an email or text. It opens the tenant's invoice page with the amount owing, payment details, the Keyhook invoice and the original supplier invoice if one is attached.

Note: You can copy and send this link as often as you need — it doesn't expire. The same link is also sent automatically in the payment reminders configured in your Agency settings.

Frequently asked questions

What's the difference between paying the owner and paying my agency?

It decides where the money lands. Property owner passes the charge through to the owner's account (the usual choice for a tenant's share of a bill), while Your Agency pays it to the agency and makes the Fee account field required so it's booked against the right fee code.

Can I break the invoice into separate line items?

Yes — click Enable Breakdown and add each line's description and amount. The line items must add up to the Amount due (the total turns green when they match) before the invoice will save.

Can I attach the original bill to a tenant invoice?

Yes — drag the file into the Attachments dropzone in the side panel. When the invoice is created from a supplier invoice's tenant contribution, both the Keyhook-generated invoice and the original supplier invoice are attached automatically.

Why is there a "Use tenancy credit?" question?

It only appears when the tenancy is holding credit. It asks whether that credit should be put towards this invoice, and you must answer it before saving a new invoice.

How do I delete a tenant invoice?

On the Tenants tab, click Delete in the invoice's Actions column and confirm.

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