Summary
Learn how to apply tenant-held funds to a tenancy invoice in Invoice Automate.
This article covers:
About tenant-held funds
Tenant “held funds” (sometimes called tenant credit, funds in trust, or held/allocated funds) are amounts recorded against a tenancy that can be applied to rent or invoices, depending on the trust accounting rules and the software’s workflows.
In Invoice Automate, if held funds are available for the tenancy, you’ll see an Allocate Held Funds toggle on the Tenancy Invoice editing panel. Turning it on applies held funds to reduce the invoice balance (or pay it in full). (See “Apply held funds…” below for steps.)
Note: In many property management systems, held funds can be allocated in whole or in part. Some integrated solutions may only allow the full amount to be applied. Highlighting this difference helps avoid confusion for customers using different platforms.
When the Allocate Held Funds toggle appears
The Allocate Held Funds toggle only appears when both of the following are true:
The invoice is being created/edited as a Tenancy Invoice (not a creditor/supplier invoice), and
The selected tenancy has available held funds/credit recorded against it
In the Tenancy Invoice editor, the right‑hand panel includes the Allocate Held Funds toggle and key tenancy invoice fields (for example Tenant, Service Account, Date, Invoice Amount(s), GST(s), Description, plus Save/Cancel).
Tip: If you don’t see the toggle, confirm you’ve selected the correct Tenant in the Tenancy Invoice panel and that the tenancy has a held-funds balance available in the trust ledger.
Apply tenant-held funds to a tenancy invoice
Use these steps when you’re editing an invoice in Invoice Automate and want held funds applied to the tenant invoice.
In Invoice Automate > Open the invoice
Select + Create Tenancy Invoice (right‑hand side of the invoice editor)
Tenant - Select the relevant tenant/tenancy (if not already selected)
Turn on Allocate Held Funds
Review the invoice details (for example, Service Account, Date, Invoice Amount(s), GST(s), and Description)
Select Save
What happens next
If held funds are less than the invoice total, the invoice balance is reduced by the held-funds amount
If held funds are equal to or greater than the invoice total, the invoice can be paid in full, and the remaining balance becomes $0 owing
Note: Invoice Automate can’t apply a specific amount; it uses the maximum available funds held for that tenant.
Current limitation: applying a specific held‑fund amount
Invoice Automate currently uses the maximum available funds for the selected tenant instead of allowing you to specify a custom amount.
Impact
You can’t “leave some held funds aside” for a later invoice using IA alone
If you need to apply only part of the held funds, you may need to complete the partial allocation in the trust accounting system (for example, Property Tree) before finalising the invoice workflow