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.