How Do I See if a Tenant Was Emailed an Invoice?

STRATAFOLIO gives you multiple ways to confirm whether a tenant has been emailed their invoice. This feature is important for ensuring tenants are billed correctly, for resolving questions about whether an invoice was received, and for maintaining clear accounting records.

You can verify invoice email activity in three different methods within STRATAFOLIO:

• In Rent Collection, using the “Invoice Last Emailed Date” column
  
• In the Invoice Activities tab when you open an invoice directly
  
• In the Lease record, when you open the Invoice

This article will walk you through each method and provide troubleshooting tips if an invoice was not sent successfully.

Ensure Contacts Can Receive Invoice Emails

Before invoices can be emailed, the tenant’s associated contact must have the “Receive Invoice Emails” permission enabled in their Contact Rights.

• If this box is not checked, invoices will not be sent to that tenant’s email.
  
• When you try to email invoices, STRATAFOLIO will alert you to any errors.

For example, the Email Invoices pop up that shows when you attempt to email an invoice clearly indicates which invoices can be emailed and which cannot. If an invoice cannot be emailed, you will see an error message, along with the option to Download Errors for troubleshooting.

To check if the contact can receive invoices email, simply navigate to Contacts under Hierarchy in the left-side navigation menu, locate the contact and find the column that says “Contact Rights” where you should see “Receive Invoice Emails” if this has been enabled.

Check if an Invoice was Emailed via Rent Collection

1. Go to Operations > Rent Collection in the left-side navigation menu.
   
2. Locate the tenant in the Rent Collection table.
   
3. Scroll to the right (depending on your column order) until you find the Invoice Last Emailed Date column.
   
   • This date confirms the last time an invoice was successfully emailed to the tenant.
     
4. For more details, click on the invoice number to open the invoice.
   
5. In the pop-up window, select the Invoice Activities tab.
   

The Invoice Activities log provides a complete history, including:

• The date and time the invoice was emailed.
  
• The STRATAFOLIO user who sent it.
  
• The exact email address where the invoice was delivered.

This makes it easy to confirm email delivery or identify if an invoice still needs to be resent.

Check if an Invoice was Emailed via the Lease Record

You can also verify email activity from the lease record itself.

1. Go to Operations > Leases in the left-side navigation menu.
   
2. Locate the lease and click the i icon to open it.
   
3. Select the Invoices tab.
   
4. Open the invoice in question.
   
5. Go to the Invoice Activities tab.

As with Rent Collection, you’ll see a log showing the full history of invoice emails for that specific lease.

Check if an Invoice was Emailed by Opening the Invoice Directly

Anytime you are viewing invoices in STRATAFOLIO, you can simply click the Invoice Activities tab to check the log for when invoices were last emailed.

What to Do if an Invoice Wasn’t Emailed

If an invoice does not send, STRATAFOLIO provides tools to identify and resolve the issue quickly.

Check Contact Rights

• Go to the tenant’s associated contact profile. Click on Edit Contact to open the pop up and see all the information on the contact.
  
• Confirm that “Receive Invoice Emails” is enabled under Contact Rights.
  
• If it is not enabled, update the setting and try resending the invoice.

Download Error Report

• When emailing invoices, if you see an error message, click the Download Errors button.
  
• The error file will provide details on why the invoice could not be sent.
  
• Common issues include missing email addresses, incorrect permissions, or outdated contact records.
  

Verify Email Information

• Double-check that the contact’s email address is correct and up to date.
  
• Ensure the tenant has at least one valid contact set to receive invoices.
  

Resend the Invoice

• Once you’ve corrected the issue, return to the Rent Collection table and select Email Invoice again.
  
• Confirm delivery by reviewing the Invoice Activities tab.
  

Why This Matters

• Improved Communication: Tenants receive invoices on time, reducing delays in payments.
  
• Accurate Records: Invoice Activities provide a reliable audit trail for accounting purposes.
  
• Faster Troubleshooting: With error reporting and contact rights, you can quickly fix issues and resend invoices.
  

By using Rent Collection, the Lease record, or the Invoice Activities log, you can always verify if an invoice was emailed to a tenant. And if something goes wrong, STRATAFOLIO provides clear tools, like contact permissions and downloadable error reports, to help you correct the issue and keep your invoicing process running smoothly.