Landlord Deductions Guide: Manage Invoices Easily

Landlord deductions/invoices are typically used by agent customers using Tenancy Manager. When rents are added to a statement run, deductions can be used to subtract monies from the statement where work has been done for the landlord client, such as gas or electrical inspections.

Landlord deductions can also be used independently as an invoice or credit. This is useful if the agent is carrying out a let-only activity and wants to show the first rent less the letting fee, for example.

Add a landlord deduction/invoice

  1. In the Tenancy Builder sidebar, navigate to Tenancy Manager -> Statements -> Landlord Deductions.
  2. Click Add to create a new deduction.
  3. Fill in the details:
  • Select the landlord and letting unit.
  • Add a description of the deduction (e.g., "Gas Safety Certificate").
  • Enter the amount to deduct.
  1. Optionally, upload supporting documents (e.g., invoices) and tick the box to include these in the statement email.
  2. Optionally, you may remove your payment details by unticking Include payment instructions? (ticked by default). When this is ticked, your payment details as found in Tenancy Manager -> Settings are inserted into the invoice PDF when downloaded. If you are creating a credit (i.e., you owe the landlord funds), untick this box to remove your payment details.
  3. Save the deduction.

When viewing the Current Statement run, the deduction will appear under Deductions and, if selected alongside any rents for the landlord, will be shown on the statement as a deduction before their final amount is paid to the landlord client (e.g., total rents received less total deductions and commission).

Using landlord deduction as an invoice

The Landlord Deduction table can be used simply to track invoices for landlord clients and does not require the statement to be used.

When a deduction has been added, the PDF can be downloaded directly via the action button in the Deductions table.

You can filter to show any invoice which is either an amount due or a credit where you owe the landlord client by selecting the Unpaid toggle at the top of the list.

Example for let-only client

When you create a new landlord, there is the option to set them as a managed client. However, if you have a landlord client who is not managed and you have not entered that setting, you can still use the landlord deductions as an invoice system.

  1. Navigate to Landlord Deductions (Tenancy Manager -> Statements -> Landlord Deductions).
  2. Click Add new on the right.
  3. Select the landlord and letting unit.
  4. Enter the invoice date.
  5. In the description, enter something like:

Rent received £850 

Less: 

Letting fee -£400 

Total due to landlord £450

  1. Enter £450 in the sub-amount.
  2. Untick Include payment instructions? (because you are paying the landlord, so payment details do not need to be included).
  3. Click Save.
  4. Download the PDF from the action button and send it alongside payment to the landlord client.

Edit or delete a landlord deduction

To edit a landlord deduction, click the Actions button to the left of the record and select Edit. Make the necessary changes, then click Save.

To delete a landlord deduction, click Delete in the Actions button.

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