Deduct from a prepayment balance on an existing invoice

When a unit has a prepayment balance, rent is deducted automatically on each billing cycle. If you need to apply that balance against a different charge, such as a one-off service, insurance, or admin fee, you do this manually by creating a manual invoice with a matching negative prepayment line item.

How automatic deductions work

On each billing cycle, the system generates an invoice for rent and automatically adds a debit line item that deducts the same amount from the unit's prepayment balance. You don't need to do anything for this to happen.

Deduct from a prepayment balance manually

Use this when you need to charge for something other than rent and apply the prepayment balance to cover it.

Step 1: Create a manual invoice

Go to the unit rental page and open the Invoices tab.

Step 2: Add the charge

Inside the new invoice, click + to add a line item.
Select a predefined charge from the list or create a custom charge. Set the amount as a positive value.

Step 3: Add the prepayment deduction

Click + again to add a second line item.
Set the Type to Prepayment and select the prepayment accounting code.
Enter a negative value equal to the charge amount, for example, if the charge is 10, enter -10 . The prepayment deduction line item offsets the charge and draws down the balance.
Mark the invoice as paid.

What you'll see

The invoice shows both line items: the charge and the matching prepayment deduction. The prepayment balance on the unit is reduced accordingly, and the updated balance is reflected in the Prepayments section on the unit rental page.

How it looks on the prepayment section of the unit rental

Note: The prepayment deduction only draws from the balance — it does not collect a payment. If the prepayment balance is insufficient to cover the charge, the remaining amount will show as outstanding on the invoice.

Jump to

Invoice details, features, and functionality

Collecting prepayments on a unit

Transfer funds between accounts

Preventing negative balances in unit rental accounts