Manage tenancy invoice communications

  • Last updated on November 19, 2024 at 5:08 AM

Summary

Learn how to configure a tenancy for invoice communications, view and edit the related email templates, and find out where you can view sent invoice communications.

Covered in this article:

Configure a tenancy for invoice communications

Before invoices can be emailed to a tenancy, first you must configure the tenancy to allow invoices to be emails. To do this, go to:

  • Tenancy profile > Tenancy tab
  • Scroll down to Contacts
  • Click the edit pencil next to the required contact
  • Scroll down to Preferred Contact Method
  • Click the checkbox for Auto email invoices

  • Click Save

The tenancy will now receive automated emailed invoices upon creation.

View and edit email templates for invoices

A default template is used to form the subject and body of the email for invoice communications. You can also create a custom template with relevant template fields if desired. 

Note: Invoices are not sent in emails as an attachment, instead a link is included within the template to access the invoice.

To view your current template for invoice emails, go to:

  • Configuration > Automated Communications > Accounts tab 
  • Scroll down to Tenancy Invoice 
  • Click the edit pencil to view the email template 

The default email template will have the {Invoice Number} and {Link to Tenancy Invoice} template fields added to the body of the email. The {Link to Tenancy Invoice} field inserts the Property Tree tenancy invoice generated for the tenancy. Any attached files will be included when the tenancy invoice is not linked to a creditor invoice.

You can edit the template to add in the {Link to Creditor Invoices} merge field. When the invoice is linked to a creditor invoice and has attached files, this field will insert the related files in the email. 

To edit your current email template and/or add additional fields:

  • Click into the body of the email in the relevant section
  • Enter any additional text and/or click the required template fields from the list located on the right side
  • Click Save

View invoice communications

Once sent, invoice communications can be viewed in the tenancy profile's Communication History. To find sent invoice communications, go to:

  • Tenancy profile > Communications tab > Communications

The category will clearly display as 'Tenancy Invoice' for invoices sent.