Email invoices to tenants

Overview

Once invoices are generated, you can email them from the GST Invoices page. There are two ways to send:

• Single invoice: one owner's invoice. The email names only that landlord.
• Consolidated: one email to the tenant carrying every owner's invoice PDF, naming all the landlords.

Emails go to the tenant. The property owners are always copied, and so is the CA. The wording comes from your GST Invoice Email template.

Before you start

• Save the tenant's Business Email. You can also add Additional invoice recipients (for example their accounts and finance team), separated by commas. Both are under Tenant Info → Communication Preferences.
• If a tenant rents in more than one property, choose there whether they get one email for all properties or one email per property.
• Only landlords and master admins can send invoices.

Steps

Set up your template (once)

1. Open Administration → Communication Templates.
2. Open GST Invoice Email. If you haven't customised it, it uses the built-in default.
3. Edit the Subject and message. Click a merge field to insert it. Useful fields include <<Tenant Name>>, <<Month>>, <<Year>>, <<Landlord>>, <<Landlords>>, <<Invoice Number>>, <<Total Payable>>, <<Due Date>>, <<For Property>> and <<For Store Details>>.
4. Check the Preview (sample data), use Send Test Email if you like, then save.

Send invoices

1. Open GST Dashboard → GST Invoices.
2. To send everything for a tenant at once, click Send Email on the tenant's group. To send one invoice, choose Send (or Resend) from its ⋮ menu.
3. Check Recipient email(s). It is filled in with the Business Email and Additional invoice recipients. Edit it or add more addresses, separated by commas.
4. Choose the Email Template.
5. Click Send. The invoice status changes to Sent.

Example

Acme Retail Pvt Ltd at Sunrise Towers has two September invoices, one from A. Sharma and one from R. Iyer. You click Send Email on its group, pick the standard template and send. Acme receives one email with both PDFs attached:

"PFA the GST invoices for the month of September 2026 for A. Sharma & R. Iyer."

Both owners are copied, and so is their CA.

FAQs

What is test mode?

When test mode is on, the send window says so. Emails go only to the address shown (your own by default), and owners and the CA are not copied. Turn it off before sending real invoices.

Where can I see exactly who will receive a tenant's invoices?

Open the tenant in the Lease Dashboard. Where these invoices are sent lists the To, Cc and Bcc addresses for each email.

Do the additional recipients also get automatic monthly emails?

Yes. They are copied on manual sends and on the automatic monthly run.

What is <<For Store Details>>?

It adds " for" followed by the tenant's store or branch details, if they have any. If not, it adds nothing. This lets a chain tenant see which branch an invoice is for.

Troubleshooting

Nothing was filled in as the recipient

The tenant has no Business Email or Additional invoice recipients saved. Type an address to send now, and add it in Edit Tenant for next time.

The tenant says the email is missing a value

That merge field may not apply to the template type, or the data is blank. Unknown fields are removed rather than shown as raw text. Check the template's Preview (sample data).

Send isn't in the menu

The invoice is already marked Paid, or you don't have permission to send.

Related articles

• Generate GST invoices
• Digitally signed invoices
• Invoices for part of a month