This article details our new Invoicing & Billing tool and list view. If you're looking for our legacy Invoicing tool and previously entered invoices, we have temporarily moved that to Work Reports while we work towards merging the data with our new tool. Learn how to find the legacy tool and your other invoices in this article.
Direct's accounting system allows you to record invoices with the option to specify the payee (Company or Vendor), as well as add one or more expenses to either your Company, or to specific Units, which then instantly adds the expense to any applicable owner statements. Finally, you can also create a journal entry / ledger transaction for the expense(s) by selecting a Payable G/L account, and an Expense G/L account, prior to submitting.
To manually record a bill, follow these steps below:
1. Navigate to the ACCOUNTING section of your Direct account
2. Click "Invoices" in the side navigation
3. Select the "Record Bill" button in the upper right-hand corner of this page
4. A new window will appear, and you will be able to input all necessary fields
5. The first section is titled BILL DETAILS, where you will record the information from the invoice - who is getting paid, how much and when, as well as what the unique ID is for the invoice, and what the invoice was for.
The "PAY TO" dropdown field is the entity that will be receiving payment for this bill. Here you will see a dropdown that allows you to select either your Company or a Vendor.
When selecting "Company" from the dropdown, your business name will automatically populate into the bill. If you select "Vendor", a second dropdown will become active that allows you select one payee from a list of all of the housekeeping and maintenance users that you have entered in the system.
The "AMOUNT" numeric text field is where you'll enter the amount on the invoice.
The "POST DATE" date picker field determines both when the journal entry is recorded / transaction is realized, and, if an expense is added on one or more units, will dictate which owner statement(s) the expense(s) will be added to.
The "DATE DUE" date picker field is the date the invoice is due to be paid, and, if billing to a vendor, will dictate which vendor statement the invoice expense line item will be added to (if the vendor user is an active payee with statements).
The "INVOICE #" alphanumeric text field is where you'll enter the invoice number on the invoice you have received, or that you have generated if billing to your Company.
The "MEMO" text field (1 of 2 in the form) is where you'll add the description from the invoice you have received (e.g. "March Cable Billing for XYZ Service Provider"), or from the invoice that you have generated if your Company is invoicing someone else (e.g. "Bathroom towel purchase from ABC Retailer" if you purchased on behalf of a property owner).
This description entered into the Bill Details Memo field will also appear on the corresponding invoice expense line item on any applicable Vendor statements.
Once all fields are completed within the BILL DETAILS section, you can proceed to the second section to add one or more expenses you wish to associate with the bill, which will also be added to any applicable statements.
6. The second section is titled EXPENSE DETAILS, where you can add one, or more, expenses associated with the bill - who is paying for it, how much you are expensing them, and why.
The "EXPENSE TO" dropdown field is the entity that will be getting expensed for this bill. Here you can select either the Company or a Unit:
When selecting "Company" from the dropdown, your business name will
automatically populate into this section. If you select "Unit", a second dropdown will appear that allows you select from a list of all of the units that have been entered into the system.
The "AMOUNT" numeric text field is where you'll enter the expense amount, which may equal the invoice amount, or may be higher or lower depending on the intent. If adding more than one expense, you may divide up the total expense amount across multiple payees.
The "MEMO" text field (2 of 2 in the form) is where you'll add the description intended for the entity being expensed, which may be the same as the Invoice memo if straightforward, or different if you want it to be more specific to the recipient (e.g. "New towels purchased for Unit 10" if a property owner is reimbursing you).
The description entered into the Expense Details Memo field will also appear on the corresponding invoice expense line item within the Unit Expenses section of any applicable Property Owner statements.
Once all fields are completed within the EXPENSE DETAILS section, click the blue "Add" button to add the expense to the bill. You can then add more expenses if necessary.
In the event you do not click "Add" on one or more expenses entered before submitting the form, you will be prompted to return to the form to add the expenses, or to skip and add anyway.
7. The final section is titled LEDGER ACCOUNTS where you can associate one Payable G/L account, and one Expense G/L account, from default accounts, or accounts you've created, that reside in your Chart of Accounts. Upon submitting the form, a journal entry / ledger transaction for the expense(s) you've added will instantly be created and will be visible in the General Ledger.
You don't have to cycle through the options in the dropdown to find what you are looking for...go ahead and type to find your result!
The "PAYABLE ACCOUNT" dropdown field is where you'll select the G/L account the funds flow into (i.e. "Due TO Vendors" if the invoice came from a vendor).
The "EXPENSE ACCOUNT" is where you'll select the the G/L account the funds are coming from (i.e. "Due FROM Owners to Operating Account" if a property owner is reimbursing you).
Once these fields are filled in, select the blue "CREATE" button in the lower right-hand corner of the form, and the bill, any expenses, and the journal entry will be recorded instantly!
Looking for our legacy invoicing tool? We will be deprecating this in the future, but in the meantime you can find it in Work Reports >