Debtor invoices

A debtor invoice is any invoice raised against a leaseholder. Service charge demands, ground rent demands, admin fees, balancing charges and one-off invoices are all debtor invoices in PropLink.

Anatomy of a debtor invoice

Invoice statuses

1. Draft. The invoice exists but has no effect on the ledger or the leaseholder's balance.
2. Pending approval. Submitted for review. Approvers see it on their dashboard.
3. Approved. Posted to the ledger. The leaseholder's balance reflects it.
4. Sent. Marked as delivered to the leaseholder by email or post.
5. Paid. A receipt has been allocated to it equal to or greater than the total.
6. Voided. Reversed by a compensating entry. The audit trail keeps the original.

Create a manual debtor invoice

For one-off charges that are not part of a budget run:

1. Open the unit and click Financials → New invoice.
2. Enter the issue date and due date.
3. Add one line item per charge: description, ledger account, tax rate, amount.
4. Save as a draft, or click Submit for approval.

Submit, approve and send

1. Submit for approval. A draft invoice can be submitted by anyone with the create permission.
2. Approve. A user with the Approve invoice permission opens the invoice and clicks Approve. The invoice posts to the ledger.
3. Send. Click Send to email the invoice as a PDF to the primary billable contact. Bulk-send is available from the invoice list.

The invoice's History and Notes panel records each step with timestamp and user.

Mark an invoice as sent (without emailing)

If you posted the invoice by hand or sent it via another route, you can still mark it as sent for reporting purposes:

1. Open the invoice.
2. Click Actions → Mark as sent.
3. Optionally enter a note explaining how it was sent.

Reissue or correct an invoice

The right action depends on the invoice's status:

PropLink never silently rewrites a sent invoice. The original always remains in the audit trail.

Apply a credit note or overpayment

Credits sit against a unit until they are applied. To apply credit to a specific invoice:

1. Open the invoice.
2. Click Apply credit.
3. PropLink lists available credit notes and overpayments for that unit.
4. Tick the credits to apply. PropLink shows the amount that will be allocated and the resulting balance.
5. Confirm.

The applied credit reduces the invoice's outstanding balance. If the credit covers the invoice in full, the invoice moves to Paid status.

Invoice templates and numbering

PropLink ships with default invoice templates per product module. To customise them:

1. Open Settings → Templates → Invoice templates.
2. Pick the template.
3. Edit wording, layout, logo and footer.
4. Save as a new version.

Invoice numbers follow a configurable pattern. Defaults look like SC-2026-Q1-0042 (service charge, Q1 of 2026, the 42nd invoice in that batch). Change the pattern under Settings → Financial settings → Invoice numbering.

The History and Notes panel

The bottom of every invoice page has a History and Notes panel showing every event in reverse chronological order: created, approved, sent, paid, credited, voided. Each event records the user, the time and any related amount or reference.