Create, Number, and Track Every Invoice
Every account receives its own annual Postgres sequence — INV-2026-000001 — so simultaneous invoices cannot receive the same number. Start from a blank invoice or import a month of rent and charges from Rent Tracker. When you mark an invoice Paid, the same database transaction records that month in the rent ledger. The feature does not process card or bank payments, and it does not send email.
6
Invoice Statuses
draft · sent · paid · partial · overdue · cancelled
6
Line Item Types
rent · charge · late fee · maintenance · deposit · custom
8
Payment Types
cash · check · bank transfer · credit card · Zelle · Venmo · PayPal · other
2,000
Characters in Client Memo
prints under NOTES on the PDF · internal notes stay off it
The invoice you hand your tenant
From and Bill To blocks, itemized lines, tax and discount, totals — and the status it is sitting in
Your Invoice Library at a Glance
Collected, outstanding and overdue run as header totals above the list
Invoices
47
Collected
$24,850
Outstanding
$8,200
Overdue
$3,100
INV-2026-000047
Maria Santos
Apr 5, 2026
$2,400.00
INV-2026-000046
James Chen
Apr 1, 2026
$1,850.00
INV-2026-000045
Alex Rivera
Mar 28, 2026
$3,100.00
How It Works
Build the invoice — the number is assigned for you
A From block (name, address, email, phone), a Bill To block for the tenant, issue date, due date and a billing period given as a month and year. Add line items — rent, charge, late fee, maintenance, deposit or custom — each with description, quantity and unit price; subtotal, tax rate, discount and total recalculate as you type. The number comes from a per-account, per-year Postgres sequence as INV-2026-000047, six zero-padded digits.
Mark it Sent — and know exactly what that means
The confirmation dialog says it plainly: the invoice is saved with a Sent status and no email is sent. Nothing leaves the system on your behalf. The six statuses — draft, sent, paid, partial, overdue, cancelled — carry filter counts, and the library searches across invoices and sorts by date, amount or number.
Record the payment when it arrives
Payment type (cash, check, bank transfer, credit card, Zelle, Venmo, PayPal or other), the date and who received it. When a Paid invoice is attached to a rental unit, a database trigger creates or finds exactly one rent-ledger row for that unit, month and year and links it inside the same write — if the ledger write fails, the paid state rolls back. From then on Rent Tracker will not let you edit that month directly; it sends you to the invoice.
Download the PDF, named after the invoice
An INVOICE header with the status badge, FROM and BILL TO blocks, issue date, due date and period, then a line table with TYPE, DESCRIPTION, QTY, UNIT PRICE and AMOUNT, then subtotal, tax, discount, TOTAL, amount paid and balance due, followed by PAYMENT DETAILS and NOTES. Your client-facing memo prints under NOTES; your internal notes do not appear on the document.
Why Agents Use It
Never lose track of money owed
Every invoice carries a status and a balance due, and the header runs Collected, Outstanding and Overdue above the list. Filter by status to see exactly what is open. Status reflects what you recorded — it is not proof of delivery or of funds received.
A document that holds up in front of a tenant
The PDF carries the invoice header and status badge, both contact blocks, the itemised table with type and quantity columns, the tax and discount rows, the total, amount paid and balance due, and your payment details — and the file is named after the invoice number.
Connected to your properties
Import from Rent Tracker lists your rental properties and units. Pick a unit and it fills From with the property, Bill To with the tenant's name, email and phone, builds the address from the property plus unit number, then assembles the lines: base rent, that period's one-time charges, and any recurring charge whose window covers the selected month — matched on the invoice period, not today's date, so a back-dated invoice picks up the right month. Duplicates between the two charge sources are skipped.
One Invoice, One Ledger Entry, No Double Counting
See the full Invoice Hub inside WebGrowly OS — book a live walkthrough.
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