Rent invoices

OntarioLandlord generates rent invoices automatically for each active lease. Invoices can be sent to tenants, downloaded as PDF, and tracked for payment status.

How invoices are generated

Invoices are created automatically when a lease transitions to active status. Each invoice includes:

• Invoice number (auto-incremented per year)
• Period start and end dates
• Due date
• Amount due
• Late fee (if applicable)

You can also create invoices manually for non-rent charges (repairs, maintenance, or other).

Invoice types

Type	Description
Rent	Monthly rent invoice (auto-generated)
Repair	Charges for tenant-caused repairs
Maintenance	Maintenance-related charges
Owner	Invoices generated for property owners (e.g., owner statement reconciliation)
Other	Any other charges

Invoice status

Status	Meaning
Unpaid	Invoice is outstanding
Partially paid	Some payment received, balance remaining
Paid	Full amount received
Void	Invoice cancelled

Overdue status is computed automatically — any unpaid invoice past its due date is flagged as overdue.

Sending invoices to tenants

To send an invoice by email:

1. Navigate to Financials → Rent Invoices
2. Select the invoice
3. Click Send Invoice

Prerequisites:

• Tenant must have an email address on file
• Tenant's email consent must be confirmed

The invoice is sent via a branded email template. The send date is tracked on the invoice.

Previewing invoices

Before downloading, you can preview the invoice PDF directly in the app:

1. Click on any invoice to open it
2. Click Preview PDF
3. The invoice PDF opens in a modal showing tenant name, landlord details, property address, invoice number, period, and amount due
4. Download directly from the preview modal

Downloading invoices

Invoices can be downloaded as PDF for printing or filing. You can also export the full invoice list as CSV.

Bulk actions

From the invoice list, you can:

• Send multiple invoices at once
• Void multiple invoices in bulk
• Filter by status (unpaid, paid, partially paid, void)

Payment allocation

When payments are recorded (manually or via bank sync), they are allocated to outstanding invoices. The system tracks which payment covers which invoice, supporting partial payment allocation across multiple invoices.

Accessing invoices

Navigate to Financials → Rent Invoices to view all invoices. Filter by:

• Status (unpaid, paid, partially paid, void)
• Property
• Date range