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 request that needs charging, click the three dots, 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) and proceed by clicking "Save." This action will integrate the selected item into the work order.
Request Tenant Approval for the Expected Charges
To send it for tenant approval and signature, click the three dots next to the charge and choose "Request Tenant Approval."
The tenant will receive a notification and see the approval request within their interface, where they can sign and approve.
💡 Pro tip: You have the option to modify the message sent to the tenant regarding the request, determine 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, proceed to the Billing tab on your sidebar.
In the Billing tab, review all completed billable work orders to ensure the charges are accurate. For a comprehensive review of a work order, simply click on it to access detailed information and, if required, make necessary edits to the charges.
Verify the work order by clicking "Verify." If your account has a Yardi integration, you'll be asked to choose between Verify Only, which confirms the charge without sending it to accounting, and Verify for Sync, which 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 (the billable item in the work order), tenant (if associated), date, and other details. You can click the work order number to see more details about it.
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, and 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.
💡 Please note: these fields are view-only. They're configured on our end when your Yardi integration is set up — reach out to your Visitt contact if you'd like a change.
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 — whenever you trigger a sync — 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 for it.
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 - new or old - 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.
💡 Please note: sync success/failure notifications aren't available yet. Check the Accounting Sync Panel to confirm a sync went through.
Adding New Billable Items
Start by navigating to Billing -> Billable Items -> Add Billable Item. Then, click the "Add Billable Item" button and enter the necessary information.
💡 Adding a charge code to your items allows you to search for them later using this code in the billable items playlist on the Billing page, as well as when adding an item to your work order.
Markup, also known as management fee, is transparent to the tenant and helps you track revenue.
Once done, you will be able to select this item and add it to work orders. You can hide it from work orders by changing its setting to inactive.
💡 Pro tip: To set up your company's tax details, navigate to the Admin's page.
Please note that only admins have the authorization to configure these settings.
We hope we were able to help you manage your accounting in the system. If you have any further questions, please contact our support team, and we’ll be happy to assist!