Monthly Invoicing Process in mr.alfred PMS

The monthly invoicing process in mr.alfred helps finance teams consolidate and issue all guest and owner-related invoices for a selected period. This process includes confirming expenses, assigning them to invoices, and ensuring accurate reporting.

🧭 Accessing the Expense Module

Navigate to: Finance → Expense

You’ll find three options in the “+ Create Expense” button:

• Manual Expense Entry
• Monthly Expense Entry
• Import Expense Entries

📝 Manual Expense Entry

This option is ideal for adding individual expenses like maintenance work, additional services, or miscellaneous charges.

Required Fields:

• Booking or Property reference
• Optional Task reference
• Title (e.g. “Leakage Repair”)
• Value date
• Expense description (optional)
• Type of service (e.g. Maintenance, Utilities)
• Paid by: Guest or Owner
• Amount + tax config (inclusive or exclusive)
• Upload supporting documents (optional)

Once saved, you can:

• Confirm and approve the expense
• Assign it to an existing or new invoice

⚠️ Guest expenses do not appear automatically in the guest invoice. A separate invoice must be created manually.

📆 Monthly Expense Entry

Use this to generate pre-configured recurring expenses for a selected month. This includes:

• Management Fees (for past months only)
• Any property-level recurring charges set up in advance

Steps:

1. Select the desired month
2. System auto-generates the eligible entries
3. Choose whether to assign them to an invoice

📥 Import Expense Entries

Use this when uploading expenses in bulk via Excel.

Instructions:

1. Download the template
2. Fill in each row with:
   • Property / Booking
   • Expense title, type, date, amount, tax config
   • Paid by Guest or Owner
3. Upload the file into the system
4. Review errors (if any) before confirming entries

🧾 Invoice Assignment Process

After confirming an expense (manual or generated), you can:

• Assign it to a new invoice or existing one
• Assign multiple expenses to a single invoice
• Review totals and tax breakdown before confirming

🔗 Related: How to Confirm Guest Invoices
🔗 Related: Owner Statements Explained

🧩 Related Resources

• How to Add an Expense
• Configuring Finance Module
• How to Confirm Booking Payments

🤝 Need Help?

• 📩 Reach out to your CS representative if you need help confirming invoices or generating monthly reports
• 🎓 Visit the Tutorial Hub

Following the proper monthly invoicing process ensures accurate financial reporting, transparency with owners, and a smooth billing cycle.