Create and Send Invoices

Invoices in ManageCasa are used to bill Tenants, Property Owners, or Association Members for charges such as rent, dues, fees, or other services. These are Accounts Receivable (AR) invoices, meaning they represent money coming into your organization.

This article walks you through how to create, send, manage, and track invoices within ManageCasa, including single and bulk invoice creation, payment recording, filtering, and delivery options.

How to Create a new Invoice:

Creating one or multiple invoices is easy with a guided, step-by-step wizard.

1. Choose Recipients

• Select the association and property for the invoice.

• Pick the recipient type: Owners, Tenants, or Vendors. The system will auto-fill available recipients based on your selection.

  

2. Set Invoice Details

• Choose the invoice number:
  • Sequential: Automatically generates a number using the association’s prefix and counter (set in Associations > Actions > Edit or in Settings > Account Settings).
  • Manual: Enter your own invoice number.
• Set the invoice date and due date.

3. Add Line Items

• Include charges using preset terms from an association or an active lease. If you select “Use Terms from association”, information will be pulled from what you may have already set up under “Association”. 
• Alternatively, customize the charge details, including ledger accounts, amounts, and recurring options.
  

4. Add Notes and Attachments

• Provide additional information and upload supporting documents, such as receipts, reports, service logs, delivery notes, etc…

5. Set Delivery Options

Customize how and when your invoices are delivered with flexible options:

Delivery Timing

• Send Immediately: Dispatch the invoice as soon as it's prepared.
• Send Later: Schedule delivery for a specific number of days before the due date.

Delivery Methods

Choose one or multiple delivery methods that best suit your recipients:

• Email: Includes an option to send to unregistered users.
• US Postal Service (RealMail™): Delivery fees apply.
• ManageCasa Message: Sent directly to the recipient’s portal.

You can select every available checkbox for the delivery methods to enable multiple modes of communication.

Additional Options for RealMail™

When selecting RealMail™ as a delivery method:

1. A popup will display the Estimated Cost for the service, ensuring transparency about potential fees.
2. A checkbox will appear with the statement:
   "I understand this will be a recurring charge per schedule period."
   This ensures that you acknowledge the recurring fee for every scheduled delivery.

• Important Note: The RealMail™ cost shown is an estimate and may vary.
  

You must check the acknowledgement box to proceed to the next step. This ensures clarity and agreement before continuing.

Invoice Selection

Choose how invoices are sent:

• Current Invoice Only: Deliver just the current invoice.

• Combine Outstanding Invoices: Bundle all outstanding invoices into a single document for streamlined delivery.
  
  

  Make your selections, review the details, and move forward confidently!

Managing Invoices

Once your invoices have been created, they will appear in the Invoices tab, where you can easily manage and track them. You’ll have the option to preview the invoice with the same exact view of how it was sent to the recipient, record payments, download, or delete them as needed.

Additionally, we've introduced a new Action Bar for bulk invoice management. This feature allows you to quickly perform common tasks such as downloading or deleting multiple invoices at once. This enhancement streamlines your workflow, making it easier to manage large volumes of invoices efficiently.

Scheduled Invoices

In the Invoices tab, you'll find the Scheduled Invoices section, where all recurring invoices are displayed. This includes any income transactions that you've already set up as recurring under the Accounting > Recurring tab.

When creating scheduled invoices for association fees, it’s important to check that the Auto Create Association Fees option is turned off. This ensures that the system won’t create duplicate charges. You can disable this setting by going to Association > Select Association > Edit > Actions > Default Fees and Frequency. By doing so, you'll avoid overlap between scheduled invoices and automatically generated association fees.

Overall, the Invoicing module simplifies the invoicing process by allowing you to easily manage, create, and send formal, professional-looking invoices to your tenants, owners, and vendors. While the underlying process for creating income transactions remains the same through the Accounting > Transactions tab, the Invoices tab provides a more efficient way to generate and track invoices.

This module doesn’t change the core way transactions are recorded but enhances your ability to manage invoices, track outstanding payments, and schedule recurring invoices. With multiple delivery options, including email, paper invoices via RealMail™, or sending directly within the ManageCasa portal, you can customize how your invoices are sent for maximum convenience.