The Invoice Module is where all your income and outgoing transactions start. Every rent payment you receive should begin as an invoice; every expense you pay should begin as a bill. This double-entry approach is what keeps your accounts accurate and your MTD figures reliable.
Invoices — for income
An invoice in RentalBux represents money owed to you — almost always rent, but also service charges, utility recharges, or any other income from tenants or clients.
Creating your first invoice
Go to Accounting > Invoices and Bills
Click on Add Invoice
Select the client or customer from the drop-down list or add a new one
Select the property and unit the invoice relates to
Add line items — for a standard rent invoice, this is typically one line: Rent, with the monthly amount
Set the due date (usually the rent payment date specified in the tenancy agreement)
Click Save & Close to save it, or you have options to save it as a draft
The invoice is automatically recorded in your accounting system — no separate journal entry needed
Setting up recurring invoices for monthly rent
For monthly rent, you don't need to create a new invoice every month. Set up Auto Send the Invoice function, when you create a new tenancy and RentalBux creates and sends it automatically before end of rental period.
1. While creating a new tenancy, you have the option to Auto Send Invoice
2. Select YES and save tenancy
Quick Tip: Set up recurring invoices from day one for every tenancy. It removes the manual step each month and ensures your income records are always up to date — which directly improves your MTD quarterly figures.
Bills — for expenses
A bill represents money you owe or have paid — repairs, letting agent fees, insurance, professional fees, utilities. Recording bills correctly is essential for claiming allowable deductions in your MTD submissions.
Creating a bill
1. Go to Accounting > Invoices and Bills
2. Click on New Bills
3. Select the property the expense relates to
4. Enter the amount, date, and a brief description
5. Select the expense category from the dropdown — RentalBux shows the categories based on your choice of income/expense category that you selected during Profile Creation (e.g. 'Repairs and Maintenance', 'Letting Agent Fees', 'Insurance')
6. Attach the receipt or invoice image (optional but strongly recommended for audit purposes)
7. Click Save
Understanding invoice and bill statuses
Status | What it means |
|---|---|
Draft | Created but not yet sent or confirmed |
Awaiting | Payment has not been made yet |
Overdue | Payment due date passed with no receipt recorded |
Paid | Full payment received and reconciled against a bank transaction |
Exporting invoices and bills
All invoices and bills can be exported from the Invoice Module in CSV or PDF or XLS format. Use this at year-end to provide your accountant with a complete transaction listing, or to share specific invoices with your letting agent or a tenant in a dispute.
The Invoices & Bills Module works best when you use it consistently — create an invoice for every rent payment, record a bill for every expense. This discipline is what makes your MTD figures accurate and your bank reconciliation quick.