Before you begin
- Confirm the building, period, expense-type rules and each unit’s applicable thousandths.
- Review tenant/owner responsibility and which units are vacant before closing the period.
- Have supplier invoice details and a reviewed due date for tenant invoices.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
An owner can explain a shared-cost share and see the effect of vacant units without mixing building expenses into rent.
What the workflow coordinates
The close preview describes per-type thousandths allocation, vacancy-to-owner treatment, tenant invoices, owner costs and the next period. Single-unit invoices calculate quantity/price/VAT totals and describe locking on issue; email delivery is simulated.
What people review
People check invoices and allocation rules, validate occupancy and responsibility, approve due dates/amounts and decide whether to save a draft or issue.
Choose shared-building or single-unit work
Open Expenses and use Building expenses for shared period costs or Charge a unit for an expense owed by one tenancy. Keep both on the Expenses ledger, separate from rent, and distinguish draft amounts from charges already issued in Unit invoices.
The charge is in the right workflow and ledger before any entry is made.
The charge is in the right workflow and ledger before any entry is made.
Gather the current period’s costs
Select the building in Building expenses and check the Current period dates. Review supplier/invoice details, expense type and amount, use Add expense for another cost and inspect each expense type’s thousandths before proceeding to Close period.
The period’s source costs and allocation basis are complete and understood.
The period’s source costs and allocation basis are complete and understood.
Review the allocation calculation
Open Close period to inspect the preview, which states that each expense type’s total is split by every unit’s thousandths and then by tenant/owner responsibility. Compare Expenses, Tenants pay and Owner pays with the unit rows before making any final issue decision.
The preview explains the whole expense total through tenant and owner shares.
The preview explains the whole expense total through tenant and owner shares.
Check vacant-unit and owner treatment
Read every vacant-unit row carefully: the preview says the owner pays the tenant part when a unit is vacant. Review the remaining owner portions as well, because the closing text says the owner part becomes an owner cost on the owner statement rather than a tenant invoice.
Vacancies and owner responsibility are correctly reflected in the reviewed split.
Vacancies and owner responsibility are correctly reflected in the reviewed split.
Set the due date and review the issue boundary
Enter Due date for tenant invoices and read the final action’s invoice count before deciding to close. The preview describes numbered locked tenant invoices, an owner-statement cost and the next monthly period opening automatically. Review each share and the due date before Close period and issue; email delivery is simulated.
Recipients, amounts, due date, invoice count and consequences are checked before closure.
Recipients, amounts, due date, invoice count and consequences are checked before closure.
Prepare a one-off unit charge when needed
In Charge a unit, select Unit / tenancy, enter Due date and review line description, Quantity, Price each and VAT %, adding lines as required. Use Note for the tenant only for tenant-facing wording, then choose Save draft for further review or Save and issue only after approving the total and responsibility.
The single-unit charge is specific, correctly totalled and clear about whether it remains a draft.
The single-unit charge is specific, correctly totalled and clear about whether it remains a draft.
Review issued invoices and use credit-note corrections
Return to Unit invoices to inspect draft versus issued status, balances and the tenant’s separate Expenses account. Both the unit-charge form and close preview say issued charges are locked and corrections use a credit note, while Earlier method keeps historical one-at-a-time splits read-only.
The issued record, correction route and historical/current workflow boundary are understood.
The issued record, correction route and historical/current workflow boundary are understood.
What you should have at the end
The intended result is an explainable tenant/owner allocation or single-unit expense charge with a deliberate draft-to-issue boundary. No final invoice issue, period closure, notification or owner posting was performed during review.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
- The current property-expense view must have a property selected before its periods and allocation settings are meaningful. The older Earlier method screenshot is retired.
Useful answers
What happens to the tenant share of a vacant unit?+
The observed period-close preview assigns that share to the owner. Check the vacant row and owner total before issuing.
Can I change an issued expense invoice?+
The UI says issuance numbers and locks the charge; corrections use a credit note. A draft remains editable before issue.
Are common expenses added to rent?+
No. The reviewed screens consistently keep expense charges and payments on a separate Expenses ledger.