Invoices and payments

The Assessment workspace gives authorized billing users a view of assessment runs, invoices, payments, payouts, and overall financial health.

Review invoices

Open Assessment → Invoices and select an invoice to review its unit, line items, total, amount paid, remaining balance, status, and related payment activity.

Use supported financial actions instead of editing history directly:

• Void an invoice when the original obligation should be reversed
• Use an adjustment when the charge needs a traceable correction
• Use a write-off only under the community’s approved accounting policy

Payment methods

Residents may pay online through Stripe when available. Authorized billing staff can also record supported offline methods such as cash, cheque, bank transfer, or another method. Always enter the actual received date, reference, amount, and allocation.

Review resident bank transfers

When bank-transfer submissions are enabled, a resident can submit a transfer reference and proof. The payment remains pending until reviewed.

1. Open Assessment → Payments.
2. Choose the Needs review filter.
3. Open the payment and compare its amount, reference, evidence, invoice, and external banking records.
4. Approve only when the transfer is verified; otherwise reject it with a useful reason.

Approval settles the payment and updates its allocations. Rejection does not reduce the invoice balance.

Caution

A screenshot or uploaded receipt is supporting evidence, not independent confirmation that funds arrived. Verify the transfer in the community’s banking records before approval.

Refunds, reversals, and credits

Use the dedicated action that matches what occurred. A refund sends or records money returned; a reversal corrects a prior settlement; a resident credit records value available for future application. These are not interchangeable.

Payouts

Payout records track money routed to the community through its connected Stripe account. Review failed, reversed, or pending payouts before reconciling the period. Stripe onboarding and payout readiness are managed under Settings → Resident billing.

Reconcile regularly

Compare invoice balances, settled payments, refunds, credits, and payouts with the community’s bank and accounting records. Investigate exceptions instead of forcing balances to match with an unrelated transaction.