Finance → Receivables → Recurring Invoices → /charges ·
Admin → Recurring Charges → /lease/charges
A recurring charge is a rule on a lease: bill this service type, at this amount, on this schedule. The recurring-invoice run turns those rules into real invoices each cycle. This is where most of a property's revenue actually comes from — hand-typed invoices are the exception.
The two surfaces
| Surface | Use it for |
|---|---|
Recurring Invoices (/charges) | The finance view: all recurring charges across the branch, their status, and the invoices they produce. |
Recurring Charges on a lease (/lease/charges) | The tenancy view: the charges attached to one lease, with a phase preview and editor. |
Anatomy of a recurring charge
| Field | Notes |
|---|---|
| Lease / unit | The billing subject. Charges are always attached to a lease. |
| Service type | What is being billed — rent, service charge, garbage, parking, water standing charge. Determines the income account and tax treatment. |
| Quantity and unit price | The charge amount is quantity × unit price, so a two-bay parking charge is one line, not two charges. |
| Description | What appears on the invoice line. |
| Frequency | How often it bills (monthly, quarterly, annually, and other supported cycles). |
| Start date | First cycle. |
| End date | Last cycle. Leave open for an ongoing charge; set it to stop generation cleanly. |
| Status | Whether the charge is active for generation. |
Creating recurring charges
Open the lease
Recurring charges are usually created as part of lease setup — rent first, then the standing charges.
Add a charge per service type
One charge per billable thing. Do not roll rent, service charge and garbage into a single "rent" line: it destroys your revenue analysis and your arrears diagnosis.
Review the phase preview
The editor previews the phases the charge will generate — what will bill, and when. Read it before saving; it is far cheaper than reversing a bad run.
Save
The charge is now part of the lease's billing profile.
Generation
Each cycle, the generation run creates invoices from active charges whose schedule falls due. Generated invoices behave exactly like hand-created ones — they can be edited before issue, sent, allocated, adjusted and posted.
The run is a scheduled job. Like every scheduled job on the platform it is individually switchable and defaults to off outside production, so a non-production environment cannot write real bills.
Recurring invoice status
Each recurring charge tracks its own generation status, so you can see at a glance which charges are live, which are paused, and which have run out (past end date).
Changing a charge
| Change | How |
|---|---|
| Amount changes going forward | Edit the charge. Past invoices are untouched. |
| Amount should rise on a schedule | Use charge escalation rather than editing the amount every year. |
| Charge should stop | Set an end date, or deactivate it. |
| Charge was wrong for past cycles | Fix the charge for the future, and correct the already-issued invoices with adjustments. |
Importing recurring charges
Recurring invoices can be imported in bulk through Admin → Bulk Upload with the Recurring Invoices type — useful when onboarding a portfolio. See Bulk upload.
Checks before each run
New leases have charges
A lease created without recurring charges bills nothing and will look like a compliant tenant. Filter leases with no active charge.
Ended leases have end dates
A charge with no end date keeps billing a vacated unit, creating arrears against nobody.
Escalations are due
Check the escalation projections for increases landing this cycle.
Service types map to accounts
A charge whose service type has no account mapping generates an invoice that cannot post.
After the run
- Review the generated invoices before sending — a spot check of five leases catches most configuration errors.
- Send in bulk from the invoices list.
- Watch the Delivery Tracker for failures.
- Reconcile the run total against expected billing for the branch.