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Finance → Receivables → Invoices → /invoices An invoice is a bill issued against a lease. It is the anchor record for receivables: statements, allocations, aging, collections, tax filing and the general ledger all derive from it. The module’s tabs:

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Five independent statuses

This is the single most important thing to understand about an invoice. It does not have “a status” — it has five, and they move independently.
An invoice can be issued, unpaid, posted, approved and undelivered all at once. When a resident says “I never got my bill”, the payment status tells you nothing — check the communication status.

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Creating an invoice

1

Open the form

Invoices → Add.
2

Choose the billing subject

Select the lease. The unit is derived from the lease — invoices are always attached to a billing subject, never floating.
3

Add lines

Each line references a service type (rent, water, service charge, deposit…), with quantity, unit price and description. The service type determines the income account the line posts to and its tax treatment.
4

Set dates

Invoice date and due date. The due date drives aging, dunning and penalties — not the invoice date.
5

Review the tax

Tax is applied exclusive of the line amount platform-wide: a KES 10,000 line at 16% bills KES 11,600. Inclusive tax is deliberately not supported.
6

Save, then issue

A draft can still be edited freely. Issuing makes it a real bill: it posts, becomes payable, and enters aging.

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Generating invoices in bulk

Most invoices are not typed in by hand:
  • Recurring invoices generate the cycle’s rent and standing charges — see Recurring invoices.
  • IoT billing runs turn metered consumption into invoices — see Utilities & smart meters.
  • Bulk upload imports invoices from a spreadsheet — see Bulk upload.
  • Penalty assessments post late fees as invoices — see Penalties.

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The invoice detail page

Beyond the lines and totals, the detail page carries tabs contributed by other modules:

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Sending an invoice

Use the send action to deliver by email and/or SMS. What is sent is rendered from a message template, so the wording is consistent and controlled. Delivery is tracked end to end — queued, sent, delivered, read, failed — on the invoice’s communication status and in the Delivery Tracker.

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Approvals

Where your organisation requires it, issuing an invoice routes to the approvals inbox instead of issuing directly. The invoice’s approval state and a summary of the decision are shown inline; the actions you personally can take are computed by the server, so the buttons you see are the buttons you may use.

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Tax and eTIMS

Invoices are submitted to KRA through the DigiTax integration:
  • Send to eTIMS submits the invoice for certification.
  • The certified receipt — QR code, control unit details, invoice number — is displayed on the invoice once accepted.
  • Re-file resubmits an already-accepted invoice.
Re-filing an accepted invoice reports it to KRA a second time, and the platform has no credit-note-to-KRA path yet. Use it only when you know the first submission is not on record.
See Tax & eTIMS for setup, tax classes, and reconciliation.

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Correcting an invoice

See Adjustments. Void and write-off are not interchangeable — void says the bill should never have existed, write-off says it existed and will not be paid.

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Filtering the list

The grid supports the usual filters plus a date range basis selector, so you can filter by invoice date or by due date depending on the question you are asking. Filter by payment status for receivables work, by posting status for accounting reconciliation, and by communication status when chasing delivery failures.

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Common problems

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Next steps

Receiving payments

Capture M-Pesa, bank and cash receipts.

Allocations

Apply received money against invoices.

Adjustments

Credit notes, debit notes and write-offs.

Accounting & posting

How an invoice becomes a journal entry.