Invoices

What appears on every invoice

The details that head every invoice come from your account settings, so you set them once and they apply everywhere. From Settings → Preferences you control:

• Company name — your account name, shown as the biller at the top of the invoice.
• Logo — the logo that appears on invoices and other documents.
• Tax registration — your GST/HST registration and business number, so the right tax details print on the invoice.
• Invoice note — a default note added to the bottom of every invoice, handy for payment instructions or a thank-you.

Get these right up front and every invoice you send, automatic or manual, comes out consistent and professional.

Where invoices come from

There are two ways an invoice is created:

• Automatically from a lease. When a lease is active, TenantBuddy generates invoices on its billing schedule, pulling in rent and every recurring charge. This is the common case: you set up the lease once and the bills appear each cycle.
• Manually. Create a one-off invoice any time from Accounting → Invoices → Create Invoice . This is handy for move-in fees, one-time charges, or a tenant without a standard recurring lease.

Line items & taxes

Each invoice is made of line items: rent, parking, utilities, a late fee, a one-time repair charge. Every line can carry its own tax where applicable, and the invoice totals everything for the tenant. Clear line items also create the audit trail you'll want at tax time.

Invoice statuses

Every invoice carries a status so you always know where it stands:

• Draft — created but not yet sent; safe to edit.
• Sent — delivered to the tenant.
• Viewed — the tenant has opened it.
• Paid — fully paid off.
• Partially paid — some payment recorded, with a balance remaining.
• Overdue — past its due date and still unpaid.

Screenshot coming soon

The invoice list showing status badges (Draft, Sent, Paid, Overdue), due dates, balances, tenants, and properties.

Sending invoices

Send an invoice and the tenant receives a professional PDF by email. You can send manually with one click, or have invoices auto-send when they're generated. If you prefer to review first, leave new invoices as drafts, check them, then send when ready.

Public invoice links

Each invoice has a secure, token-based public link a tenant can open without logging in. It's the same invoice they'd see in their portal, useful for tenants who just want a quick look or a copy for their records, and it cuts down on "can you resend that?" requests.

Printing & PDF

Need a hard copy or a file to archive? Any invoice can be printed or downloaded as a PDF directly from the invoice page. The PDF matches what the tenant receives, including your business details and branding.

Voiding an invoice

If an invoice was issued in error, void it rather than deleting it. Voiding keeps a clean record that the invoice existed and was cancelled, which preserves your accounting trail. This is important for reconciliation and reporting.

From invoice to payment

When a tenant pays, record it under Accounting → Invoice Payments and apply it to the open invoice. The balance updates and the status moves toward Paid. Invoices also post to your books automatically, so your reports stay accurate. See the Invoice Payments and Accounting Setup guides for more.