Professional landlords have the option, under certain conditions, to invoice rent with VAT to their commercial tenants.
If this applies to you, or if you simply want to create rent invoices without VAT for your accounting tracking, you can do so in Smovin in just a few minutes for your entire property portfolio.
1.When entering the contract
In the "Billing information" section:
Indicate that, for this contract, you wish to generate rent invoices.
Verify the invoice issuer.
Add the tenant reference that will appear on each invoice (optional).
Confirm the billing address (by default, it will be the address of the rented property).
Add an end note to be repeated on all invoices addressed to this tenant (optional).
Note: If a tenant rents multiple properties (e.g., an office and several parking spaces), and you wish to generate a single invoice for all of them, make sure to create a single contract covering all the properties.
In the "Rent" section:
Add VAT to the rent and customize the applied rate according to your needs. It is also possible to apply VAT to a percentage of the rent. To do this, click on "Customize VAT".
If you have added a variable rent, VAT can be added and customized in the same way.
In the "Charges" section:
For each type of provision or flat-rate fee added, it is also possible to add VAT and customize the applied rate.
2. What amounts are included in the rent invoices?
Rent invoices include most of the amounts due for a given period:
All amounts automatically generated by the application based on contractual information: rent, variable rent, flat-rate charges, rent reductions, and rent waivers.
Adjustments following indexation or re-evaluation.
Late payment interest (added by the user).
Exceptional management fees.
Charge adjustments (added by the user). If you have already adjusted charges on Smovin, the corresponding invoices have likely already been generated. In that case, these amounts will not be billed again.
Certain amounts do not appear directly on the invoice but on a second page, called "Due Date Notice". These amounts listed in the due date notice will not be exported to accounting; they simply inform the tenant of the payment due:
Provisions for charges.
Security deposit.
Initial balance.
Repayment plan amounts.
Note: Provisions for charges can be displayed on the invoice by customizing the billing.
Amounts in the "Other" category are never included in the billing.
3. Generate the invoices
Now, go to the "Management" tab > "Sales Invoices" section.
Click the “Generate invoices” button. You have two options:
Generate periodic rent invoices: this lets you create all of your recurring rent invoices.
Generate custom sales invoices: this lets you create a one-off invoice or credit note for a specific contract and amount of your choosing.
Selecting Contracts
On the next screen, select the contracts you wish to invoice:
Only active contracts with the “rent invoices” option enabled will be shown.
For each contract, you can see the last period invoiced in Smovin (blank if this is your first time).
By default, the “Period to invoice” is set to the current period (month, quarter, year, etc.) the first time you run it, then to the next billable period thereafter—you can change this if needed.
A bell icon 🔔 appears if indexation is available on a contract; we recommend you apply it first so the rent amount is correct.
When you’ve made your selection, click Next. You’ll then see a summary of the invoices about to be generated:
All invoices are dated today by default; you can change this date for all invoices at once.
You may add a client reference here if you haven’t already.
You can add an end-note to appear on each invoice (tip: if you want the same note on every future invoice for this contract, add it in the contract’s settings instead; for a global note, head to your billing customizations).
The due date defaults to the payment date specified in the contract—you can edit it.
Click the red PDF icon to preview each invoice. Note that invoice numbers aren’t assigned until final confirmation.
If you choose to send invoices immediately, at the next step you can send them in bulk—each tenant gets their own email, so addresses aren’t shared. If you skip sending here, you’ll need to send each invoice one by one later.
Where to Find Your Invoices
All generated invoices appear in Sales Invoices under the Management tab, and on each contract’s page.
Available Actions
Edit non-financial details (invoice reference, bank account, date, due date, etc.)
View the invoice
Send the invoice or mark as sent (if you mailed it yourself)
Cancel with credit note: this issues a matching credit note and lets you regenerate an invoice for the same period (note: this does not affect the tenant’s balance—it only voids the invoice; to issue a credit that shows in the balance, use a custom sales invoice).
Delete: only the most recently generated invoice can be deleted.
Checking Billing Coverage
To confirm every amount owed has been invoiced, go to the contract’s Balance section. Each due amount will be marked “To invoice” or “Invoiced” so you can verify everything is up to date.