Billable shares in your ledger
A recovery is the part of a vendor bill a resident or a unit owner owes back. inletAP always puts it on the charge sheet for your property management system. If you keep tenant ledgers in QuickBooks Online or Xero instead, you can also send a confirmed share to that ledger, on the vendor bill inletAP posts.
Both options are off unless an Admin switches them on. They are on every plan, including Free.
inletAP never creates a sales invoice in either ledger. It marks a line on the vendor bill. A person turns that line into a customer invoice inside the ledger.
The two options
Go to Settings → Recoveries and find In your ledger.
Mark shares billable in QuickBooks
inletAP posts the share's line as billable to the unit's sub-customer, on the bill it posts to QuickBooks Online. A person finishes the customer invoice in QuickBooks, with Add to invoice; inletAP cannot link it for you.
This option needs:
- QuickBooks Online Plus or Advanced.
- Two preferences turned on in QuickBooks: "Track expenses and items by customer" and "Make expenses and items billable". They are in QuickBooks under Settings, Account and settings, Expenses.
When you switch the option on, inletAP reads each connected QuickBooks company at that moment. If no company allows billable lines, the switch is refused and the screen tells you why, for example which company is on which plan. The preferences are read again at every export. If they were turned off in the meantime, the bill posts as before, with no billable lines.
With a fee switched on in the recovery settings, the fee goes on the line as a markup percentage.
Assign shares to customers in Xero
inletAP links each share's line on the bill it posts to Xero to a Xero contact, as a billable expense. A person adds it to a sales invoice in Xero. inletAP never creates the sales invoice. Xero has no markup, so a fee stays on the charge sheet.
Each unit needs a contact first. Map them on the Exports screen, on the Ledger setup tab, under Units → Xero contacts. Sync the contacts first. A unit with no contact is never sent.
Which shares go
Only a share that is all of these:
- Confirmed. A proposed share is never sent.
- Made from a split slice coded to that unit alone. A share of a whole invoice, or a slice that carries more than one share, stays on the charge sheet.
- Charged now. A deduction from a deposit is never billable.
- Pre-tax. The ledger line carries no tax, so a share that includes the invoice's tax stays on the charge sheet.
Every other share stays on the charge sheet, and the invoice's Owed back panel says why, in one line per share.
A share smaller than its slice
When a share is less than the slice it comes from, the slice is posted as two lines at export: the billable part, and the rest. Both lines keep the same coding, and the two amounts add up to the slice to the cent. The vendor bill's total never changes.
Changing or waiving a share after it is sent
With the QuickBooks option on, changing a confirmed share made from a slice, on an invoice that is ready for approval or approved, sends the invoice back to review. The share changes what the bill posts, so it is approved again. With the option off, a change to a share never sends an invoice back.
Waiving a share that QuickBooks already has is allowed, and inletAP says: "This charge is marked billable on the QuickBooks bill. Remove it from the customer's invoice in QuickBooks, or mark the line not billable there."
Waiving a share that Xero already has removes the link while nobody has used it. Once a person has put it on a sales invoice, the waive is refused with: "This charge is already on a sales invoice in Xero. Remove it from that invoice in Xero first."