Exporting Charges & Sending Invoices

Once your utility bill has been entered and reviewed, the next step is to generate tenant charges and invoices.

We recommend following a two-step workflow:

1. Export charges to your Property Management System (PMS) for accounting and collections
2. Send invoices through SimpleSUB to communicate charges to tenants

Note: While this two-step workflow is recommended, these steps are independent. You can export charges without sending invoices, or send invoices without exporting charges, depending on your workflow. 

Step 1: Export Charges to Your PMS

Start by exporting tenant charges so they can be added to your billing system.

You can export the tenant cost report as a CSV file and import it into:

• Property management software
  (e.g., Rent Manager — adding water charges to tenant ledgers)
• Accounting tools
  (e.g., QuickBooks)
• Internal spreadsheets

This step ensures:

• Charges are recorded in your system of record
• Payments can be collected through your existing workflow

Step 2: Send Invoices with SimpleSUB

After exporting charges, you can generate and send invoices through the SimpleSUB Web App.

When generating invoices, you can customize:

• Payment URL
  Add a link to your PMS, payment processor, or tenant portal
• Payment Instructions
  Include details on how tenants should pay

• Due Date
  Set expectations for when payment is due

Sending Invoices

• Select the units you want to include
• Click Send Invoices to email tenants directly

Invoices include:

• Tenant charges
• Billing period
• Optional usage graph

Note: If a unit is missing usage for part of the billing period, consider turning off the usage graph for that unit.

Why This Workflow Works Best

Using both steps together allows you to:

• Keep financial records accurate in your PMS
• Provide clear communication to tenants through invoices
• Direct tenants to your preferred payment system