Summary
Learn how to set up and manage your invoice description library so descriptions prefill on owner statements and tenant invoices. Use tags and free text to standardise wording across creditor types or single creditors.
This article covers:
About the invoice description library
The invoice description library lets you prepare predefined wording that automatically populates invoice descriptions on owner statements and tenant invoices. You can create descriptions that apply to a whole creditor type (for example, Water Rates/Usage or Strata Levies) or to a single creditor (for example, Melbourne, City of).
Tip: Set this up early. Standardised descriptions reduce editing, improve clarity, and help your records remain consistent for owners and tenants. Clear records also support best‑practice recordkeeping.
Turn on the invoice description library
Turn on each area you plan to use. These toggles can be enabled separately.
In Invoice Automate > Go to: Settings
In Invoice Description Library Settings, toggle on one or both of the following:
Define the invoice description library for creditor type
Define the invoice description library for single creditor
Add descriptions for a creditor type
Create one description that applies to all invoices from that category (for example, Water Rates/Usage).
Before you start - Decide what you want owners and tenants to see. You can include merge tags (system‑supplied fields) and free text.
In Invoice Automate > Go to: Settings > Invoice Description Library Settings > Creditor Type
Select Add
Choose a Creditor Type from the dropdown
In Owner Invoice Description, enter your wording using tags and text. This appears on the owner statement
In Tenant Invoice Description, enter wording for tenant invoices
Select Save
Tip: You can mix free text with tags and include separators like hyphens or commas for readability, for example: {VendorName} DUE: {DueDate} - {FromDate} to {ToDate}
Where the descriptions appear (and why it matters)
Owner Invoice Description appears on the owner statement, a standard periodic statement provided to property owners. Clear, consistent descriptions improve the owner’s understanding of charges
Tenant Invoice Description appears on tenant invoices and should help tenants understand the dates, usage, and amounts. Clear descriptions support good recordkeeping practices and make it easier to reconcile charges later
Edit or delete existing descriptions
Make changes or clean up entries at any time.
In Invoice Automate > Go to: Settings > Invoice Description Library Settings
In Creditor Type or Single Creditor, locate the row
Select the pencil icon to edit, or the bin icon to delete
Save your changes
Tip: If a Single Creditor entry is deleted, the creditor reverts to the applicable Creditor Type description.