Remittances

Overview

Remittances are the payment-advice emails Keyhook sends when you pay owners, tenants, suppliers and agency fees. Turn on the types you want under Agency → Trust Accounting Settings → customise the wording under Emails → Templates → then owner, tenant and supplier remittances send automatically when you Mark as paid in Financials → Payments (the agency-fee remittance instead sends when you generate the fee-payout CSV), and you can Resend Remittance from the Paid tab anytime.

Turn on the remittances you want

Open Trust Accounting Settings

In the left sidebar, open Agency, then on the agency page click Trust Accounting Settings. (This is only available to Principal users.)

Switch each remittance type on or off

Find the Send supplier remittances, Send tenant remittances, Send owner remittances and Send fee remittances toggles. Turn on the ones you want Keyhook to send automatically — all four are on by default.

Save

Click Save.

Note: A remittance type must be switched on here before Keyhook will send — or let you resend — that kind of advice email. Turn one off and those payments are still processed, but no remittance goes out.

Customise a remittance template

Open the email templates

In the left sidebar, open Emails and click Templates. This opens the Custom Templates page.

Open the automated emails

Open the Customise Automated Emails tab.

Pick the remittance to edit

From the list on the left, select the template you want — Payment Remittance - Owner, Payment Remittance - Tenant or Payment Remittance - Supplier.

Turn on the part you want to change

Switch on Override default email subject? to change the subject, and/or Override default email body? to change the body. The editable field only appears once its toggle is on.

Edit the wording

Edit the Subject field and the Email body. A live Preview below the editor shows how the email will look to the recipient.

Save

Click Save.

Send remittances by marking payments paid

Open the Payments screen

In the left sidebar, open Financials and click Payments, then open the Paying tab. (Payments only appears under Financials for property managers who are a finance person or a principal, so that's who reaches this screen — the send and resend actions themselves only require that you're an agency user.)

Choose who you're paying

Pick the Properties, Suppliers or Tenants sub-tab for the payments you're processing.

Select the payments

Tick the payments you're about to pay.

Generate the payment CSV

Click Generate selected (…) payments CSV — the button names your sub-tab and the count, for example Generate selected (3) Properties payments CSV — to download the bank file for those payments.

Mark them paid

In the Mark as paid window that opens, click Mark as paid. Keyhook emails a remittance to each payee whose remittance type is switched on.

Note: A remittance is only sent for a payment type you've enabled in Trust Accounting Settings and to a payee with a valid email on file — otherwise the payment is still marked paid, but no advice email goes out.

Resend a remittance

Open the Paid tab

On the Payments screen, open the Paid tab, then choose the Properties, Suppliers or Tenants sub-tab.

Select the payments

Tick each paid payment whose remittance you want to send again.

Resend

In the bulk-action bar that appears once payments are selected, click Resend Remittance.

Note: Resend Remittance only appears when that payment type's remittance is switched on — owner remittances for property payments, supplier for supplier payments, tenant for tenant payments.

Frequently asked questions

What exactly is a remittance?

It's the payment-advice email Keyhook sends confirming a payment — to owners, tenants and suppliers when they're paid, and for your agency's own fees. It shows the amount and reference so the recipient can match it against their records.

Do remittances send automatically?

Yes. When you generate the payment CSV in the Paying tab and click Mark as paid, Keyhook sends a remittance for every payment whose type is switched on in Trust Accounting Settings.

Why didn't a remittance get sent?

Most often that payment type's toggle is off — turn on the matching Send supplier / tenant / owner / fee remittances toggle in Trust Accounting Settings. Also check the payee has a valid email address on file.

Can I resend a remittance later?

Yes — on the Paid tab, tick the payments and click Resend Remittance. The action only shows when that payment type's remittance is enabled in Trust Accounting Settings.

Can I change what the remittance email says?

Yes — open Emails → Templates → Customise Automated Emails, select the Payment Remittance template for owners, tenants or suppliers, then switch on Override default email subject? or Override default email body? to edit it.