The billing flow is optimized to provide an end-to-end solution for the operational aspect of the tenant billing lifecycle. This article will guide you through the entire process of the billing flow, from the billable service request until the charges are synced to your accounting system.
Understanding the Billing Lifecycle
Service Requested
Charge Added
Tenant Approval
Service Provided
Manager Verification
Sync to Accounting
How The Billing Flow Works
Add a Charge to an Open Request
Navigate to an open work order that needs charging.
Click the three dots menu and select Charge.
Select whether to add an existing billable item from the list or create a new charge (such as a labor hour costing $40).
Click Save. The charge is now integrated into the work order.
Request Tenant Approval for the Expected Charges
Click the three dots next to the charge.
Select Request Tenant Approval.
The tenant will receive a notification and see the approval request in their interface, where they can sign and approve.
💡 You can modify the message sent to the tenant, choose whether to share the associated charges, and include a vendor's quote if necessary.
Review and Verify Work Orders
Once the work order is completed, navigate to Billing in the sidebar.
Review all completed billable work orders to ensure charges are accurate. Click on any work order to access detailed information and make edits if needed.
Click Verify to confirm the charges.
💡 If your account has a Yardi integration, you'll be asked to choose between Verify Only (confirms the charge without sending it to accounting) and Verify for Sync (confirms the charge and adds it to the sync queue). Once verified, neither the charges nor the work order status can be modified.
Charges Tab
In the Billing page, click the Charges tab to see a list of all your charges. Each line shows the work order number, charge name, tenant (if associated), date, and other details. Click the work order number to see more details.
You can filter this list by tenant name, billing status, and space. To export this list, click the Export button at the top right.
Yardi Sync & Accounting Integration
📌 The information below applies to properties with a Yardi integration in place. If your account doesn't have Yardi integration active, Verified is the final status of a charge — you can export and hand it off to your accounting team directly from the Charges tab.
The property Billing tab includes a Billing Integration section with a quick summary of how the property is configured:
Auto Sync status — whether Scheduled Charges Auto Sync is on or off for the property.
Cutoff Date — the day of the month that determines which post month a charge is assigned to. Charges dated after the cutoff roll into the next post month; the sync itself runs the next day at 2 AM in the property's time zone.
Charges Date Sent to Yardi — either Work Order Verify Date (the date the work order was verified, the default) or First Day of the Post Month.
💡 These fields are view-only. They are configured by Visitt when your Yardi integration is set up. Reach out to your Visitt Customer Success Manager if you'd like any changes.
Verified charges take one more step before reaching accounting:
Verify for Sync — moves a charge into Awaiting Sync. From there it syncs automatically if Auto Sync is on, or manually if Auto Sync is off.
Verify Only — keeps a charge as Verified without queuing it. Useful if the work was completed but you've decided not to bill the tenant.
You can move a charge between these two states any time before it actually syncs — add a Verify Only charge to the queue later, or pull one back out of Awaiting Sync before it syncs.
The Accounting Sync Panel shows what needs your attention: charges in Awaiting Sync, plus any charges with a synchronization error.
Manual syncs also let you pick the target Post Month — Previous, Current, or Upcoming — instead of always defaulting to the current one.
💡 Sync success/failure notifications are not currently available. Check the Accounting Sync Panel to confirm a sync went through.
Adding New Billable Items
Navigate to Billing → Billable Items.
Click Add Billable Item.
Enter the necessary information including name, rate, and charge code.
Click Save.
💡 Adding a charge code to your items allows you to search for them later when adding a charge to a work order. Markup (also known as management fee) is transparent to the tenant and helps you track revenue. You can hide an item from work orders by setting it to Inactive.
📌 To set up your company's tax details, navigate to Settings → Account → General. Only Admins have the authorization to configure these settings.
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