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Get started with Hausing
Get started with HausingFor the tenant/client – submitting a request through Hausing
Creating users
How to create tenant users (customers who use leases)How to create tenant users (customers who use work management/ticketing)Creating an internal user
Tasks
Maintenance tasks managementSetting up work management
Maintenance diary
How to create a maintenance calendar?How to edit and delete preventive maintenance tasks?
Cost calculations
Utility calculations setupMonthly cost sharing and common mistakes
Invoices
How to create invoices?How to edit, delete and credit invoices?Sending invoices to tenants/accounting and common errorsDebt notificationsInvoice settings
Leases
How to add leases?How to end/extend a lease agreement?
Objects
How to add objects and rooms?Meters and their settingsHow to add devices?

Sending invoices to tenants/accounting and common errors

First, go to the Invoices menu and select the company whose invoices you want to send.

1. SENDING INVOICES TO TENANTS

  • Check the boxes for the invoices you want to send to tenants.
  • Click "Send Invoices".
  • If a tenant’s email is missing, the system will notify you, and you can add the email manually.
  • Refresh the page to see envelope icons with a date and time next to the invoices, indicating that they have been sent to tenants' emails.

To add or update tenant email addresses:
Go to Contact Management > Click on the tenant’s name > Edit > Select "Receive invoices via email – Yes" > Enter email addresses > Save.

 

2. SENDING INVOICES TO ACCOUNTING

Invoices can be sent to accounting if an integration is set up. Check our available integrations [here].

  • Check the boxes for the invoices you want to send to accounting.
  • From the top menu, select "More Actions" > "Send to Accounting".
  • Refresh the page to see pie chart icons with a date and time next to the invoices, indicating that they have been sent to accounting.

3. COMMON ERROR MESSAGES

Always refresh the page after sending invoices to verify that all invoices have been successfully sent.

If a red exclamation mark appears next to an invoice, something went wrong. Hover over it to see the error message.

Customer code mapping not found – The invoice is missing a customer code.

  • Open the invoice using the pencil icon > Fill in the "Customer Code" field > Save > Resend the invoice to accounting.
  • To prevent this issue next month, add the customer code to the contract: Contracts > Select property > Select contract > Edit > Fill in the "Customer Code" field (third from the top) > Save.

Article code mapping not found – The invoice is missing an article code.

  • Open the invoice using the pencil icon > Fill in the missing fields in the "Article" column > Save > Resend the invoice to accounting.
  • To prevent this issue next month, add the article code to the missing cost type: Utility Cost Allocation > Select property > Click the gear icon (top right) > Open the cost type using the pencil icon > Enter the article code in the "Article" field > Save.

Duplicate invoice number – The accounting system does not accept invoices with the same number.

  • To send the invoice anyway, either:
    1. Delete the invoice with the same number from the accounting system.
    2. Open the invoice using the pencil icon > Adjust the invoice series number > Save > Resend the invoice to accounting.
  • To ensure correct invoice numbering next month: Invoices > Gear icon > Open the respective company’s invoice settings with the pencil icon > Enter the correct next invoice number in the "Series Number" field > Save.

BALANCE_REQUEST_MAXIMUM_RETRIES_EXCEEDED – The invoice balance check has failed at least three times, and Hausing will no longer check it automatically.

 

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