Use a Credit Note schedule and automatic action to apply housing-assistance credits to a tenant's outstanding invoices. Create a separate Housing Assistance item so tenants see and pay only their share of rent.
Create a Credit Note Schedule
Go to Tenants and select the correct tenant.
Open the Future tab.
Click New Schedule.
Set the transaction type to Credit Note.
Complete the schedule details and save it.
The Credit Note schedule appears on the tenant's Future tab after it is created.
Apply Credits Automatically
Go to Settings > Automatic Actions and look for Automatically apply available credits. Most accounts have this action enabled already.
If it is not available, create it:
Click New Automatic Action.
Set the trigger to When there are outstanding invoices and click Continue.
Leave the condition set to Always, then click Continue.
Set the event to Apply credits to outstanding invoices.
Set Apply To to All Outstanding.
Select Credit Notes as the credit type to apply.
Click Save.
Create a Housing-Assistance Item
While creating an invoice, open the Item dropdown for a line item.
Click Manage, then Add Item.
Enter a recognizable name, such as Section 8 or Housing Assistance.
In the Account dropdown, choose an income account. Using the same income account as rent is recommended.
Clear Tenant Portal Payment and Tenant Autopay, then save the item.
An item must have Tenant Portal Payment enabled before it can use Tenant Autopay. For housing assistance, leave both options disabled so tenants cannot see or pay the agency portion.
Split the Invoice Charges
Add separate line items for the tenant and housing-assistance portions of the rent. For example, for total rent of $800:
Add the tenant's rent item for
$500.Add the Housing Assistance item for
$300.
Click Save to record the invoice. The tenant portal shows only the tenant-payable line item, preventing accidental payment of the housing-assistance amount. When the agency payment is received, record it from the management side to complete the invoice.