How to Add Billback Expenses

This guide shows how to record tenant bill-backs on bills, journal entries, or expenses so you can recover costs by adding them to invoices (manually or via memorized invoicing). It walks step-by-step through creating bill-back entries, marking line items as billable, and ensuring invoice dates follow bill dates, plus how to include bill-backs when generating memorized invoices.

33 steps

A tenant billback generates a record associated with a tenant that you can easily include in an invoice to recover costs directly from them. You can create a billback on journal entries, bills, and credits. These billbacks will be displayed when you manually invoice a tenant or use the memorized invoicing tool.

How to Add a Billback on Billing Screen

From the navigation menu, select **Accounting**.

Select the **+ icon** to the right of **Payables.**

Select the **Property/Company** field > Select the appropriate **property/company** from the dropdown menu.

Select the **Vendor field** > Select the **appropriate vendor** from the dropdown menu. **NOTE:** If you need to change the entity type, follow the steps below. By default, RAAMP invoices active tenants and pays active vendors. However, RAAMP allows you to invoice or pay any Company Entity, regardless of its status, by using an integrated menu.

Select the **Vendor icon.**

Choose the **entity type** from the radial menu. For example, if you want to pay a company, select **Company.**

You can **choose** between **Active** or **All vendors/tenants.**

Complete all remaining fields, upload any related files/documents, or note a missing file.

Select the **Add New Expense** field.

Complete the **expense information** > Select a **tenant** > Select the **Billable** checkbox > Select **Save.** **NOTE:** Selecting a Tenant and the Billable checkbox will make the expense a Billback Expense for the selected tenant.

If the Amount Due is different than the billed amount in the expense list, you'll receive the following message: **Entered Amount and Billed Amount are different.** The entered amount and billed amount should be equal.

Select **Save** to finalize the bill entry.

How to Add a Billback on Journal Entry Screen

From the navigation menu, select **Journal Entry.**

Select **Add New Journal Entry.**

Complete all remaining fields, upload any related files/documents, or note a missing file.

Select **a line item to edit** **it** or select **Add New Line Item** to create a new item > Complete the **expense information** > Select a **tenant** > Select the **Billable** checkbox > Select **Save.** **NOTE:** Selecting a Tenant and the Billable checkbox will make the expense a Billback Expense for the selected tenant.

Select **Done.**

Select **Save** to finalize the entry.

How to Use Billback: Direct Invoicing

From the navigation menu, select **Tenants.**

Locate the **Tenant** > Select the tenant's **three-dot menu** > Select **Accounting** > Select **Invoice Tenant.**

Select the **Property/Company** from the dropdown menu.

Select the **tenant** from the **Tenant/Property** dropdown menu.

The **Bills Item And Expenses** box will automatically pop up > Select the **checkbox** for the appropriate expense > Select **Apply**.

Select the **Select Bill Term field** > Select the **appropriate bill term** from the dropdown menu.

Select the **Customer Message** and/or **Memo** fields to add notes, if needed.

Select **Save**.

Once saved, additional options will appear in the toolbar. You can **print**, **download a PDF**, **notify the recipients**, **refund via credit memo**, or **receive payment** directly from the saved invoice.

One important note: the bill you are billing back must be dated before the invoice you are creating. You cannot have a bill dated 8/01/2022 and add a bill back on an invoice for 7/01/2022.

How to Use Billback: Memorized Invoice Group

From the navigation menu, select **Accounting >** Select **Tools** > **Memorizations** > **Memorized Invoice Groups.**

Select the **green + icon** for the preferred invoice group.

Once you expand the group, select **Go to Generate Invoices Page.**

Locate **the invoice** you want to add the bill back to > Select the **blue + icon** in the Billbacks column. **NOTE:** The blue + will only appear if the invoice date is after the bill date of the bill back.

Select the **checkbox** for the bill item/expense > Select **Apply.**

You can preview the invoice by selecting **Preview.**

Invoice Preview will open in a new window.

How to Add Billback Expenses

33 steps

How to Add a Billback on Billing Screen

From the navigation menu, select **Accounting**.

Select the **+ icon** to the right of **Payables.**

Select the **Property/Company** field > Select the appropriate **property/company** from the dropdown menu.

Select the **Vendor icon.**

Choose the **entity type** from the radial menu. For example, if you want to pay a company, select **Company.**

You can **choose** between **Active** or **All vendors/tenants.**

Complete all remaining fields, upload any related files/documents, or note a missing file.

Select the **Add New Expense** field.

Select **Save** to finalize the bill entry.

How to Add a Billback on Journal Entry Screen

From the navigation menu, select **Journal Entry.**

Select **Add New Journal Entry.**

Complete all remaining fields, upload any related files/documents, or note a missing file.

Select **Done.**

Select **Save** to finalize the entry.

How to Use Billback: Direct Invoicing

From the navigation menu, select **Tenants.**

Locate the **Tenant** > Select the tenant's **three-dot menu** > Select **Accounting** > Select **Invoice Tenant.**

Select the **Property/Company** from the dropdown menu.

Select the **tenant** from the **Tenant/Property** dropdown menu.

The **Bills Item And Expenses** box will automatically pop up > Select the **checkbox** for the appropriate expense > Select **Apply**.

Select the **Select Bill Term field** > Select the **appropriate bill term** from the dropdown menu.

Select the **Customer Message** and/or **Memo** fields to add notes, if needed.

Select **Save**.

One important note: the bill you are billing back must be dated before the invoice you are creating. You cannot have a bill dated 8/01/2022 and add a bill back on an invoice for 7/01/2022.

How to Use Billback: Memorized Invoice Group

From the navigation menu, select **Accounting >** Select **Tools** > **Memorizations** > **Memorized Invoice Groups.**

Select the **green + icon** for the preferred invoice group.

Once you expand the group, select **Go to Generate Invoices Page.**

Select the **checkbox** for the bill item/expense > Select **Apply.**

You can preview the invoice by selecting **Preview.**

Invoice Preview will open in a new window.