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How do I charge an expense to a Tenant?

Zenya Allen
Zenya Allen
  • Updated

The steps below show you how to add an expense to a Tenancy in two ways. These include:

  • Via a works order, for deducting from their deposit
  • Reimbursing a Landlord who has paid for an expense that needs to be reimbursed by the Tenant

This article includes:

The other way of adding an expense to a Tenancy is via Contractor Information.
For more information on How do I refund a deposit with deductions for a contractor, click here

Adding a Tenant expense via a works order

  1. Double click Properties from the side menu
  2. Search for the relevant Property using Search Text by Name, Code or Status
    1. Alternatively, find the Property using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Property
  4. Click the Works tab
  5. Click View Existing Property Works Orders. The most recent works order will display
  6. Click the left black arrow icon until you reach the works order which to add the invoice
    1. Billing Name - Select the Tenancy who will be paying the invoice (Y code)
    2. Date Completed - Change to today's date
    3. In the heading Contractor Invoice, complete this with the invoice details
      1. Account - Defaults to the main client account, use the dropdown arrow if required
      2. Date - Add the date of the invoice or todays date
      3. Ref - Add the invoice number if available
      4. Item - Select a category from the dropdown menu
        For more information on Can I add a new invoice item, click here
      5. Tax Category - This will automatically be allocated but can be changed using the dropdown menu
      6. Description - Type in the details of the invoice
      7. Amount - Add the amount of the deduction
      8. VAT - Add a breakdown of the invoice, if required
      9. Click the disk icon, Save this record, on the toolbar
      10. Click Update Deposit
      11. Click OK to confirm the expense posted correctly

The invoice will show within the Tenancy Information, Deposit button, ready to be deducted when the Tenant moves out.

If you want to save a copy of the invoice to this expense, you can do so.
For more information on how to Scan and attach contractor invoices, click here

Adding a Tenant expense to repay a Landlord 

If your Landlord has paid for a Contractor expense that needs to be reimbursed by the Tenant, the expense is created as a Sundry Invoice from the Tenancy Information.

  1. Double click Tenancies from the side menu
  2. Search for the relevant Tenancy using Search Text by Name, Code or Status
    1. Alternatively, find the Tenancy using Additional Options from the dropdown menu
    2. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Select the Tenancy
  4. Click Invoice 
  5. The Tenancy Invoice will display. Click on to the next blank line
    1. Date - Enter today's date
    2. Item - Select Sundry from the dropdown menu
    3. Description - Type a suitable description. This will appear on the Landlord Payment statement
    4. Amount - Enter the amount
    5. Send Options - Tick to send a copy of the raised invoice to your Tenant
    6. Click Preview - To view a copy of the invoice
    7. Click Update
    8. Click Yes to confirm to update now
    9. Click Close

A copy of the invoice will be saved in the History Log and ready to receipt within the Receipt button.