Understanding Invoice Item Terms & Functionality

Created: 12/20/2019


Understanding Invoice Item Terms & Functionality

Here are some tips and terms that will help you understand the invoice functionality.

  • Payments are recorded to a customer rather than being recorded to a lease. This will allow you to more easily understand the customer’s total balance – specifically if a partial payment is made or if the customer is renting multiple units.
  • Invoice items such as rent, late fees or other charges are listed as separate invoice items with payments being applied to each item. Invoice items are added to the invoice in a couple of ways:
    • Automatically - added to the customer’s invoice shortly after midnight when they are due based on your business settings.
    • Manually - As needed whenever you would like to add invoice items. 

The invoices items can be found on the 'Invoicing & Payments'   Invoice & Payments Tab  tab of the Customer details. This is where you will go to modify invoices items, manually add invoice items or view additional details about each item. 


An item type of 'Deposit' represents money that may or may not be returned to the customer when ending a lease based on rules set forth by the business.

If a customer was charged a deposit, when ending a lease, you will be presented with the option to keep the deposit or refund all/part of the deposit. If you keep the deposit – the amount will be reclassified as revenue and noted as a 'Retained Deposit' at Accounting > Overview.


An item type of 'Fee' represents an amount due by the customer for administrative fees, lien fees, etc.

Other Invoice Item

Choose 'Other' as a miscellaneous charge to the customer. This will be an uncategorized invoice item.

Invoice Item Actions

  • Details - Provides information about taxes (if applicable) and if the invoice item was struck through.
  • Edit - Allows you to adjust the quantity, amount and taxes to the invoice item.
  • Strikethrough - Will display the invoice item on the invoice, but will remove the amount due associated with the invoice item.
  • Delete - Will remove the invoice item from the invoice. 

Payment Item Actions

  • Details - Provides information about rent, taxes (if applicable), payment method and paid through date.
  • Edit - Allows you to adjust the quantity, amount and taxes to the invoice item.
  • Refund - Allows you to issue a full or partial refund.
  • Generate Receipt – Provides a downloadable pdf of the receipt to print.
  • Delete - Will remove the payment and adjust the customer’s balance.

Add Rent - Allows you to add rent to the invoice prior to the automated rent

Note: In the background, Unit Trac is automatically adding rent and late fees based on your preferences (Business > Settings > Accounting & Invoicing). These invoice items are added just after midnight, but that may not be optimal for you. If you need to add rent and invoice a customer earlier, select 'Add Rent' and enter the number of months or a custom rent amount that you would like to the invoice.

You can also add rent to multiple customer invoices at once using the Batch Invoice Manager.  Help Article for Invoicing Future Rent

Add Item - Allows you to add fees or other amounts to the invoice and select whether tax (if applicable - should be added or not).


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