Rent invoice or receipt: which document should you send?
Understand rent bills and proof of recorded payment, including part payments, waivers and combined invoices.
Use an invoice to request money
An invoice describes a charge. It should identify the person, unit, charge type, period, due date and amount still payable. Send it before payment or when following up a balance, with the correct collection instructions.
A bill number gives both sides a specific record to discuss. “November rent for A1” is clearer than “clear your account”, especially when older balances or deposits are involved.
Send a receipt after money arrives
A receipt confirms a recorded payment. It needs the amount received, actual date, method and genuine reference. If one transaction covers several bills, show its portions with one clear total.
Software does not transfer money when you record a receipt. Confirm that the cash, bank transfer or M-Pesa transaction arrived first. A payer’s message is a reason to check your statement, not a substitute for checking funds.
Keep part payments and waivers clear
If rent is KSh 20,000 and the tenant pays KSh 8,000, send a receipt for KSh 8,000. The bill still has KSh 12,000 due. A later payment links to that bill rather than replacing it with another full-month charge.
A waiver reduces debt without receiving cash. Keep the explanation on a settled bill that included a waiver. Do not issue a cash receipt for the waived portion.
Explain deposits and advance rent
A security deposit is held under the tenancy agreement, not automatically rental income. Using it for rent is a use of existing funds rather than a second receipt of cash. The deposit history and rent allocation should show the movement.
Advance rent should identify the future months covered. This prevents someone appearing paid ahead and overdue at the same time because money was allocated to the wrong period.
Check before sharing
Preview names, bill number, dates, totals, logo and payment instructions. A combined invoice brings selected bills for one person together; it should not merge unrelated people.
If direct PDF sharing is unavailable on your device, download the PDF and attach it to WhatsApp yourself. A text link cannot silently attach a document. Correct the saved record and generate a fresh document so both remain aligned.
Keep your next rental task clear.
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