Aquicore saves you time and effort during your monthly tenant bill-back work stream and removes errors from the equation. Our invoicing process eliminates the need for complex paper processes while ensuring your tenants receive clear and accurate invoices.
In the left-hand navigation, click on Tenant Billing.
2. Click on Create Invoice.
3. Select at least one Billable Service.
4. Input the following information, then click 'Save and Continue'
Reading Period Start Date
If you have run an invoice before, this will auto-generate with the end date of the previous period.
Reading Period End Date **The End Date for invoicing is EXCLUSIVE of this billing period
Invoice Date
Invoice Name
For reference, you can find the previous invoice period under each billable service. If you have previously generated an invoice, the start date will auto-populate with the previous invoice period's end date to ensure that a billing day is not missed.
5. Review your rates and update them as needed. If you'd like to calculate a rate for metered usage, see Step 6. Otherwise, skip to Step 8.
6. To calculate your metered usage rate using a synced utility bill or create your own blended rate, click Calculate Rate.
7. From here, you can either 'Select a Utility Bill' and select one or more utility bills from the drop-down, then click outside of the dropdown box, then 'Set Rate'.
Or, you can '+ Add Manual Charge' and input your own. You will need to input 'Total Consumption' and 'Total Charge' highlighted below, then click 'Set Rate'. This will calculate a blended rate to apply to metered usage.
Notice how the utility rate has been updated after the rate has been set.
8. Once you verify all the Rates per Service are accurate, click 'Save and Continue'
9. If you have any manual meters to enter, you will do so next. If this is your first time billing, you will be asked to end a start and end reading value. If you have billed back for the manual meter before, you will only need to enter the end reading value. Once you have confirmed the kWh quantity is correct, click 'Save and Continue'
10. Here you will review all the charges for each Tenant. Each line item will detail the Tenant, Service, Meter, Consumption Quantity, and Charge.
Notice how some Metered Charges are highlighted in yellow, and all charges have a percent variance next to the quantity and charge. This variance is compared to a previous invoice period that can be changed (see arrow). Lines that are highlighted in yellow indicate that there is a 30% variance (in quantity or charge) when looking at the comparison period.
11. To proceed, you must verify the charges highlighted in yellow and confirm the readings. You can click on a tenant line item, review the data, and add notes. Then, 'Confirm Readings' at the bottom right.
You can also click 'Bulk Resolve Anomalies' to confirm all readings at once. If you choose to do this, you will need to add a note that will apply to all anomalous readings, then click 'Resolve'. *You will not be able to proceed to the next step until all anomalies have been resolved!
12. All the tenant charges are now verified. Then, click 'Save and Continue' to proceed.
13. Review the Tenant Summary and Enable/Disable Actions or Reports after approval, then click 'Approve and Generate Invoices'.
14. Click 'OK' to confirm.
15. Congratulations! You've created a Tenant Billing Invoice. You will see a banner to let you know that invoices are generating.
Once they have been all generated you will see a banner informing you that all invoices have been created and will also receive an email in your inbox containing a .zip file with all the tenant invoices and reports you enabled in step 12. This will take 5-10 minutes on average but sometimes longer depending on the number of invoices generating. If you still have not received your invoices after some time, please reach out to support@aquicore.com to assist.
Each invoice will be titled based on the Year, Month, and Tenant Name.
Here is a preview of what a Tenant Invoice will look like.
