See Why You Need This Invoicing Module
When you manage properties, you’re not always the one covering the expenses. Sometimes, these costs need to be passed on to the owner. To make this process quick, accurate, and error-free, VRMS offers a dedicated module that lets you invoice these expenses efficiently and centrally.
Who Can Benefit from the Owner Expense Module?
This module is designed for Property Managers who need to pass on one or more expenses to owners, whether these costs are included in the contracts or entered manually.
Important: The module is enabled by default in your VRMS system, under the Owners → Owner Expenses menu. It is not compatible with Fatturazione Elettronica (Italy), Contaplus (Spain), or E-factura Portugal – SAF-T.
How to Create and Manage an Owner Expense
1. Expense Details
From VRMS → Owners → Expense and Prepayment Control there is a “Expenses” button that lets you create a new expense. When you open the expense, you can:
Issue an invoice.
Generate a receipt.
Issue a corrective invoice.
The fields are pre-filled in the system, but you can edit any of them using the pencil icon.
2. Actions Panel (Right Column)
On the right side, you’ll find options to edit or adjust:
Issue date.
Business name.
Invoice number and series (with availability check).
Template to use.
Language.
The system will alert you to any restrictions or errors, explaining the reason so you can fix it.
Pay Attention to the Details
You cannot invoice an expense that has already been invoiced.
3. Related Documents
Each expense includes a section called Related Documents, where you can:
View the document.
Print it.
How the Owner Expense List Works
The main view displays fields such as:
Type, details, amount of the expense, and associated property.
Date created and charge date.
Statuses: whether it’s paid to the supplier, settled with the owner, or already invoiced to the owner.
Result of automatic imports.
Actions column: edit or delete the expense.
Available Actions Button
When you select one or more expenses, a quick actions menu appears:
Issue invoice.
Generate receipt.
Issue corrective invoice.
Delete expense.
General Invoice List
Within VRMS → Accounting → Invoicing and Payments → Invoicing → Invoice List you can see all generated documents:
Expense invoice.
Expense receipt.
Corrective expense invoice.
Invoicing Templates
The default template for owner expense invoices is found in Accounting Documents. While it can be edited, it’s recommended to duplicate it before making changes to keep an original version.
Note: You cannot change the status of an expense invoice (only a receipt).
Main Benefits
The owner expense invoicing module allows you to:
Save time on repetitive tasks.
Have better control over expenses.
Avoid accounting errors or discrepancies.
Now that you know how the tool works, put it into practice and focus your time on what really matters: managing your properties.
Frequently Asked Questions
Can I invoice an expense that has already been invoiced?
Can I invoice an expense that has already been invoiced?
No. The system prevents this and will display a message explaining why.
Where can I find the generated documents?
Where can I find the generated documents?
In the Related Documents section of the expense and also in the Invoice List within the Accounting area.
What should I do if I need to change the invoice number?
What should I do if I need to change the invoice number?
You can edit the series and numbering from the right panel, as long as the number is available.
Can I use this module if I have Fatturazione Elettronica, Contaplus, or SAF-T?
Can I use this module if I have Fatturazione Elettronica, Contaplus, or SAF-T?
No, as it is not compatible with those integrations.
How do I customize the invoicing template?
How do I customize the invoicing template?
From “Accounting Documents,” always duplicating the original template before making changes.