How do I generate a final invoice for a departing tenant?

When a tenant is moving out, you should generate a final invoice that covers their last billing period up to the move-out date. Here is the recommended process:

Before move-out — preparation checklist

1. Confirm the move_out_date is set correctly on the tenant and their local assignments
2. Ensure all meter readings are up to date — request a final reading on or near the move-out date
3. Verify any manual adjustments or credits are recorded

Generating the final invoice

1. Go to Tenant Billing → Create New Bill
2. Select the building
3. Set the billing period: start from the last invoiced date, end on or near the move_out_date
4. The system calculates the tenant's consumption for this final period
5. Cost allocation applies their share based on the configured allocation method
6. If using "By Area × Hours", the system automatically prorates for the partial period — the tenant only pays for days they were active

After generating

• Review the draft invoice carefully — this is the tenant's final bill
• Include any outstanding items (maintenance charges, deposit deductions, etc.) by adding manual line items
• Mark the invoice as sent to deliver it to the tenant

What if the tenant already moved out?

You can still generate an invoice for a moved-out tenant as long as:

• Meter readings exist for the billing period
• The cost allocation factors haven't been zeroed out

If the auto-redistribution already removed the tenant's factors, you may need to temporarily adjust the allocation or create a manual invoice with specific line items.

Portal access for the final invoice

The tenant can still access the Tenant Portal for 30 days after move-out to view and download their final invoice. Make sure to generate and send the invoice within this window so the tenant can review it online.

Where to manage: Tenant Billing → Create New Bill. For manual line items, edit the draft invoice before sending.