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For property managers

How invoices work

When invoices are created, what each status means, and how to adjust, resend or download one.

Before you start

OneView writes invoices for you. You don't create one by hand. You add charges to a lease, and OneView bundles the ones that are due into an invoice and sends it to the tenant. This article explains when that happens, what each status means, and what you can do with an invoice afterwards.

  • Everyone on your team can see invoices. Only Owners and Administrators can adjust a charge or resend an invoice.
  • Invoices are numbered per organization: INV-00001, INV-00002 and so on.
  • Amounts are whole francs (FCFA).
  • Rent and recurring charges are only generated for active leases. A lease that is still a draft, or waiting for signatures, gets no invoice.

How invoices are created

An invoice is issued the moment it is created, and the tenant is told straight away. There are three ways it happens:

  • Every night. At 2:00 am (Cameroon time), OneView takes every charge on an active lease that is due within the next 10 days and isn't invoiced yet, and groups them into one invoice per lease. Rent for 1 April is therefore invoiced around 22 March, so the tenant can pay before the month starts.
  • When a lease becomes active. The first invoice holds the advance rent and the caution, plus the periods of rent and other recurring charges that had already started.
  • When you add a one-off charge that is already due. It is invoiced immediately.

The invoice's issue date is the day it was created. Its due date is the earliest due date among its charges. OneView doesn't go back and bill months it missed. The exception is a lease activated after its start date: the periods of rent and other recurring charges that had already started are billed on activation. On an imported lease, rent counts from the period after the paid_through month you gave.

The tenant is notified by email, with the invoice PDF attached when your billing identity is complete (see step 5). If they have a phone number and WhatsApp notices on, they get a WhatsApp message too, and they see a notification in their account.

1. Find an invoice

In the menu, select Invoices. Search by invoice number, or use Filters to narrow the list by tenant, Status or issue date. Open an invoice to see its charges, totals and payments. A lease's invoices are also listed on its billing page.

2. Read the status

Each invoice shows a coloured status next to its number.

  • Issued: sent to the tenant, unpaid, and not yet past its due date.
  • Overdue: the due date has passed and money is still owed. This is worked out from the dates, so it appears on its own.
  • Partly paid: part of it has been paid and the rest is still owed. If it is also past due, it shows as Overdue.
  • Paid: confirmed payments cover the whole total. If a payment is voided later, the invoice goes back to Issued.
  • Superseded: the lease was terminated and what was left owed on this invoice moved to the final settlement invoice. Nothing is payable here any more. A banner links to the settlement invoice, marked Settlement.

A second tag, Under review, appears next to the status when a payment has been submitted and is waiting for approval. While it shows, nobody can record another payment on that invoice, and automatic reminders pause. See Record a payment.

3. Adjust a charge

If a charge on an issued invoice is wrong, an Owner or Administrator can correct it. Open the invoice and select Adjust next to the charge. Fill in:

  • Corrected amount (Fcfa): the right figure.
  • Reason: why you are changing it.

Select Adjust charge. You see "Charge adjusted." The old charge is struck through and kept with your reason. A new charge marked "(adjusted)" takes its place on the same invoice, and the total updates.

The Adjust button only shows while nothing has been paid on that charge and no payment is under review. Once money has been paid on it, it can't be adjusted.

4. Resend an invoice or send a reminder

In Invoices, find the row of an issued invoice. The button on the right depends on the invoice:

  • Resend before the due date. It sends the original notice again.
  • Send reminder once it is overdue.

You see "Invoice notification sent to the tenant." The button is for Owners and Administrators. It doesn't show for paid or superseded invoices, while a payment is under review, or when neither email nor WhatsApp can reach the tenant. See Rent reminders.

5. Download the invoice PDF

On the invoice, select Download PDF. It is the same PDF the tenant gets by email, and the tenant can download it from their own invoice page too.

The PDF is headed with who issued the invoice, so it only exists once your organization's billing identity is complete. Without it, there is no download button and emails go out without the attachment. To fill it in, an Owner or Administrator opens Organization, then Details, and completes the Billing identity group:

  • Street address
  • City
  • Country
  • Phone number
  • Billing email

All five are needed. If one is empty, there is no PDF. The Taxpayer number is optional. Select Save Changes.

What happens next

The tenant pays from their account, or you record a payment they made outside the app. Once confirmed payments cover the total, the invoice becomes Paid. If the due date passes first, OneView sends automatic reminders.

Common problems

The tenant has no invoice yet

Check three things. The lease must be active. The charge must be due within the next 10 days, since nothing is invoiced earlier. And the charge must exist: look under Pending charges on the lease's billing page.

There is no Download PDF button

Your billing identity is incomplete. Fill in all five fields described in step 5.

I can't adjust a charge

Adjusting needs the Owner or Administrator role, and the charge must have no payment against it. A charge that is partly paid can't be adjusted, and neither can any charge while a payment on the invoice is under review. Wait for the review to end first.

There is no Resend or Send reminder button

You may not be an Owner or Administrator. Or the invoice is paid or superseded, a payment is under review, or neither email nor WhatsApp can reach the tenant.

An invoice says it was closed and the balance moved

That is a Superseded invoice. The lease was terminated, and the balance went to the settlement invoice shown in the banner.

Can I delete an invoice?

No. OneView has no delete for invoices. To fix an amount, use Adjust as described above.