How to create an Operating Expenses (OpEx) Invoice

Overview

OpEx is billed as a recurring tenant invoice. Open Financials → Invoices → the Tenants tab → click Create and choose Create tenant invoice, then enter the GST-inclusive total, tick Recurring charge?, set the dates and click Save.

Create the OpEx invoice

1
Start a tenant invoice
From the left sidebar, open Financials → Invoices → the Tenants tab and click Create. Search for the commercial tenancy, then click Create tenant invoice in the results.
2
Enter the amount and category
Type the period's full OpEx charge as the Amount due, GST inclusive, and pick a Category. Utilities is the usual choice.
3
Set the due date to the period you're charging now
This first invoice is issued as soon as you save, so set the Due date for the period you're billing today rather than the next one.
4
Tick Recurring charge?
Four more fields appear underneath for the schedule.
5
Set the schedule
Set Next charge on to the following period, which must be on or after the due date. Then set the Interval number and the Unit: monthly OpEx is 1 and Months.
6
Add a GST note (optional)
Keyhook doesn't break GST out on a tenant invoice. To check what's inside the total, press Ctrl + G (Cmd + G on a Mac) from any page to open the GST Calculator. If you want the tenant to see the figure, spell it out in General notes, for example: "OpEx charges, this includes GST of $56.25". You only write it once, as every repeat copies the note across.
7
Save
Click Save. The invoice goes out now, and the schedule behind it appears on the Recurring tab.

Note: Leave Approval required ticked and every repeat waits in the Needs Approval tab until someone approves it, so nothing reaches the tenant until then. Your agency settings can lock this on.

Frequently asked questions

How do I change or stop the schedule?

On the Recurring tab, click the Repeats every or Next charge on value to change it in place. Use View in the Actions column to edit the amount or notes, or Delete to stop it altogether. Invoices already issued to the tenant aren't affected.

What due date do the repeat invoices get?

Keyhook works it out. Each one is dated an interval ahead of the day it generates, less a day, so a monthly OpEx charge generated on 1 September falls due on 30 September. You only set the Due date on the first invoice.

Related articles

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us