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Payments, Invoicing & Utilities

This page documents four Account Settings tabs: Payments, Invoicing, Utilities, and Fees.

The rules configured across these tabs govern how payments are calculated, when they are due, how late payments are penalized, which utility overages can be billed, and how VAT is applied to invoices. Changes here affect all new bookings — existing payment schedules are not retroactively altered.

First-time workspace setup

Complete Getting Started — Recommended Setup Sequence steps 5–7 on this page — Payments, Invoicing, and Utilities — after step 4 Owners and before step 8 Contract; full tab map: Recommended setup order. Finish steps 13–15 in Listings, Bookings, and Tenants, then Onboarding a New Property — Step 7. Guided steps 4–12: Onboarding a New Property. Lockout catch-up: Getting Started. Workflow pairing after go-live: Account Settings — Setup sequence after go-live.

Finding your way in this guide

Configure Payment Deadlines and Invoicing (VAT rates, Hostkit series & InvoiceXpress remarks) first, then Utilities overage types and Fees (booking fee toggles and invoice labels). Receipt order: Payments Priorities. Non-linear operator habits (Lockout catch-up, Pending manual receipt approval, Reject/revert mistaken receipts, Portfolio segmentation by tenant category, Notification row-click navigation, Payment alert to receivables triage, Confirmation alert triage, Finance debt receivables triage, Finance Income status drill-down, Cash flow forecast drill-down) have matching Related subsections below. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Tab cross-reference.

Direct access

Open each tab directly (subject to permissions):

See Deep Links for the full Account Settings route list.

Pair with other Account Settings tabs

Before go-live, connect Integrations (Hostkit, Invoice-xpress, virtual IBAN) and configure Emails payment-reminder Communication Rules alongside Payments deadlines and Invoicing VAT rates. Categories extra-charge labels feed Fees invoice line names. Month-end utility PDF volume pairs with AI usage API (utility_bill_extraction on GET /ai-usage/summary) during Entering Monthly Utility Bills — Step 5. Section-to-doc pairing: Payments, Invoicing & Utilities section cross-reference. Hub tab matrix: Account Settings — Tab cross-reference.

Screenshots​

Payments (/settings/payments) — default deadlines, penalty rules, first/last month deposit behaviour, and the draggable Payments priorities list:

Account Settings — Payments tab with deadlines, penalties, deposits, and payment priority ordering

Invoicing (/settings/invoicing) — VAT (or tax) percentage fields per invoice line item type:

Account Settings — Invoicing tab with VAT rate fields for rent, deposit, fees, and other items

Utilities (/settings/utilities) — chargeable utility types plus Tenant Notification and Charge Time for tenant overages (works together with the Utilities module Allocations tab and property Bills Included ceilings):

Account Settings — Utilities tab with chargeable utility toggles, Tenant Notification, and Charge Time for overage billing

Fees (/settings/fees) — fee availability toggles (admin, cleaning, exit) and custom invoice line labels:

Account Settings — Fees tab with fee visibility and custom fee name cards

Walkthrough: open Payments (scroll to Payments priorities), then Invoicing, Utilities, and Fees in Account Settings — same shell, four related tabs documented on this page.

Payment Deadlines​

Pair with other Payments, Invoicing & Utilities sections

Tenant Due Days here pair with Emails payment-reminder Communication Rules — Deposit Refund Deadline drives Refund Due Date on Finance — Deposits. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

FieldDescription
Tenant Due DaysThe default number of days a tenant has to pay after a charge is issued. For example, setting this to 5 means that a rent charge due on the 1st must be paid by the 6th. Properties can override this with their own due date in the Listings module.
Deposit Refund DeadlineThe number of days after a booking ends by which the security deposit must be returned to the tenant. This is used for compliance tracking.
tip

The Deposit Refund Deadline is a compliance aid — it helps your team track which deposits need to be processed. Check local regulations for the legally required timeframe in your jurisdiction (commonly 30 days in many European countries).

On Finance → Deposits, Vivin derives each row’s Refund Due Date from this setting (plus the booking’s end date). The Deposits toolbar date range defaults to about the last three months — a row appears when check-in, check-out, or Refund Due Date intersects that window. Clear or widen the range before triaging older move-outs, disputes, or export. See Glossary — Finance Deposits date range, Glossary — Deposit lifecycle status, and Managing a Check-out — Step 5.

Payment Delay Penalties​

Pair with other Payments, Invoicing & Utilities sections

Penalty rules surface as suggestions during Handling a Late Payment — Step 1 — align with Bookings — Confirmation and check-in payments before peak season. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

Configure automatic late payment fees applied when tenants miss a due date.

FieldDescription
Penalty FrequencyHow often the penalty is applied once a payment is overdue (e.g., Once, Every Day, Every Week).
Penalty TypeFixed — a flat amount added each period (e.g., €25 per day late). Percentage — a percentage of the overdue amount added each period (e.g., 1% of the unpaid balance per day).
Penalty ValueThe amount or percentage to charge.
Business Rule

Penalties are not automatically applied to a tenant's account — they must be manually triggered or are shown as suggestions based on the configured rules. The configuration here defines the terms, not automatic deductions.

Penalty Calculation Examples​

Fixed penalty — Once A tenant owes €400 rent, due on the 1st. They do not pay by the due date. With a fixed penalty of €25 applied Once, the total penalty is €25 regardless of how late the payment is.

Fixed penalty — Every Day Same scenario, but the penalty frequency is Every Day. If the tenant pays on the 8th (7 days late), the penalty is: 7 days x €25 = €175.

Percentage penalty — Every Week A tenant owes €600 rent. The penalty is 2% applied Every Week. If the tenant pays 3 weeks late:

  • Week 1: €600 x 2% = €12
  • Week 2: €600 x 2% = €12
  • Week 3: €600 x 2% = €12
  • Total penalty: €36
info

Percentage penalties are calculated on the original overdue amount, not compounded. A 2% weekly penalty on €600 is always €12 per week, not €12 the first week and €12.24 the second.

To apply a penalty to a tenant's account, follow the Handling a Late Payment workflow — you manually add the penalty as an extra charge on the booking.

First & Last Month Deposits​

Pair with other Payments, Invoicing & Utilities sections

Confirmation and check-in payment shapes on Listings — Contract Details interpret these rules when Processing a New Booking creates the first schedule lines. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

These settings define what happens to the first and last month's rent when used as deposits.

FieldDescription
First Month Deposit RuleWhether the first month's rent collected at confirmation/check-in is treated as a deposit (refundable) or as prepaid rent (non-refundable).
Last Month Deposit RuleSame concept applied to the last month's rent. Options typically include Full (retain the entire amount) or Partial (define what fraction is retained).

How These Interact with Confirmation Payments​

The First and Last Month Deposit Rules work together with the Confirmation Payments and Check-in Payments configured on each property (see Contract Details):

  • If a property's Confirmation Payment is set to "Deposit and First Rent", the First Month Deposit Rule determines whether that first rent charge is treated as prepaid rent (applied to the first month) or as a refundable deposit (returned at the end of the tenancy).
  • If the Last Rent is included as a Confirmation or Check-in payment, the Last Month Deposit Rule determines whether that amount is applied to the final month's rent or held as a refundable deposit.
Example

A property's Confirmation Payment is "Deposit and First Rent" and the First Month Deposit Rule is set to "Prepaid Rent":

  • The tenant pays the first month's rent upfront at confirmation.
  • This amount is applied directly to the first month's scheduled charge (marked as Paid).
  • The first month's rent is not refundable — it is treated as rent, not a deposit.

If the rule were set to "Deposit" instead:

  • The same amount is collected, but it is tracked as a refundable deposit.
  • The first month's scheduled rent charge remains Pending and must be paid separately.

Out Payments​

The Out Payments card on the Payments tab (/settings/payments) controls how Vivin creates and approves outgoing payout batches when tenant vIBAN transfers are finalized into owner or account transfers. These settings work together with Finance > Payouts — operators with Approve payments permission review or confirm rows there.

FieldOptions (English UI)What it does
Approval typeApproval required / Skip approvalWhen Skip approval is saved, Vivin automatically approves each new payout batch the scheduler creates (status moves past To approve without a manual step). When Approval required, batches stay To approve until someone approves them in Finance.
Payout typeAccount / OwnersAccount — group finalized incoming payments into payouts to your company IBAN on General Information. Owners — create separate payout batches per property owner, using each owner’s IBAN from Owners.

Account Settings — Payments tab, Out Payments card with approval type and payout type (read-only view)

Use the card’s pencil control to change either field, then Save (or Cancel to discard). Values apply on the next payout generation cycle — they do not retroactively re-open completed batches.

Account Settings — Payments tab, Out Payments card in edit mode with Approval type and Payout type dropdowns

Banking prerequisites

Owners mode requires complete IBAN (and identity) records on every owner you pay out. Account mode requires a valid company IBAN on General Information. Missing banking details surface as warnings on Finance > Payouts rows (Set recipient shortcuts).

When to require approval

Keep Approval required when a finance lead should review each batch against bank statements before funds leave. Use Skip approval only when your reconciliation process is automated and you accept scheduler-driven approval.

Utilities​

Pair with other Payments, Invoicing & Utilities sections

Chargeable-type toggles gate Utilities module overage math — pair Bills Included ceilings from Listings Step 3 with Entering Monthly Utility Bills before enabling Charge or Notify & Charge. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

Configure which utility types participate in tenant overage math and how the product should notify or charge tenants when consumption exceeds the Bills Included ceiling on a property. These account-level rules work together with:

Open the card with the pencil control to edit; Save persists to the account, Cancel restores the last saved values.

In read-only view, the card shows your saved Tenant Notification and Charge Time choices above the chargeable-type toggles:

Account Settings — Utilities card read-only with Tenant Notification and Charge Time visible before edit mode

In edit mode, use the chargeable-type toggles plus the Tenant Notification and Charge Time dropdowns (options listed in the tables below), then Save:

Account Settings — Utilities card in edit mode with Tenant Notification dropdown open

Chargeable utility types​

Each toggle marks whether that utility type may generate tenant overages when bills exceed the included ceiling:

Toggle (English UI)Utility type
Electricity chargeableElectricity
Gas chargeableGas
Water chargeableWater
Internet chargeableInternet

Turn a type On when you pass that utility through to tenants; leave it Off when the landlord absorbs that category entirely.

Business Rule

If a utility type is disabled here, the system will not calculate overages for that utility — even if a bill is entered and the property has a Bills Included ceiling configured. Enable all utility types that you intend to bill to tenants.

Tenant Notification​

Controls whether the nightly overage job creates allocation rows and what happens when Vivin internal users approve a pending row on Utilities → Allocations:

Option (English UI)Behaviour
NoneNo extra-bill allocations are calculated for the account.
ChargeAllocations are created for operator review on Utilities → Allocations. When a pending row is approved, Vivin creates a booking payment on the tenant’s schedule for the allocated amount (due date follows your deposit-refund / return-due settings on the Payments tab) without sending the tenant utility overage notification.
Notify & ChargeSame allocation review flow and payment-schedule line on approve, and Vivin also notifies the tenant about the overage (email / portal path per your communication settings).

Use Charge when approved overages should post to Bookings → Payment Plan without a tenant notification. Use Notify & Charge when tenants should receive the utility overage notification at the same time. Accounts that previously used the legacy Notify option (review-only, no automatic schedule line) were migrated to Notify & Charge.

Charge Time​

Controls which stays are included when the system divides daily overage cost across occupied units:

Option (English UI)Behaviour
Every MonthInclude active bookings throughout the billing month while they occupy the unit.
End of BookingDefer allocation for a booking until its check-out date has passed (ended stays only). While a stay is still active, Vivin still counts that unit in the daily cost-split denominator so roommates who check out first are not charged for tenants who remain (#2111). Useful when you bill utility true-ups once per tenancy rather than month by month.

Charge Time applies only when Tenant Notification is not None. Pair End of Booking with Notify & Charge when you want a single end-of-stay utility settlement on the payment plan. See Glossary — End-of-Booking cost split and Utilities — Smart Cost Distribution.

Operator review on Allocations

Pending rows still appear on Utilities → Allocations for Vivin internal approval when Tenant Notification is Charge or Notify & Charge — both options post a payment-schedule line on approve; only Notify & Charge also notifies the tenant. Customer property managers can review breakdowns; approve/reject actions are limited to Vivin internal users in the current product.

Payments Priorities​

Pair with other Payments, Invoicing & Utilities sections

Drag order here drives Payment Allocation when partial receipts land on Finance — Transactions — reject/revert flows do not reorder this list. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

When an incoming payment from a tenant is received and needs to be allocated across multiple outstanding charges, the system uses this priority list to determine the order.

The Payments priorities card on the Payments tab lists charge types top-to-bottom (highest priority first). In edit mode, drag rows to reorder; Prioritize due dates (when enabled) can override strict list order for overdue lines — see the in-product tooltip on that toggle.

Account Settings — Payments tab, Payments priorities card with numbered priority order

Use the drag-and-drop interface to rank payment types. For example, you might configure:

  1. Security Deposit (highest priority — always covered first)
  2. First Month Rent
  3. Admin Fee
  4. Monthly Rent
  5. Cleaning Fee
  6. Other Charges

When a payment arrives, the system applies it to the highest-priority outstanding charge first, then moves down the list.

Business Rule

This order matters when a partial payment is received. If a tenant pays €800 against a €1,000 total owed (€500 rent + €300 deposit + €200 admin fee), the system applies the €800 starting from the top of this priority list.

Example

Using the priority order above, the €800 partial payment is allocated as:

  1. €300 → Security Deposit (fully paid — highest priority)
  2. €200 → Admin Fee (fully paid — assuming Admin Fee is higher priority than Monthly Rent)
  3. €300 → Monthly Rent (partially paid, €200 remaining)

The order you configure directly affects which charges are satisfied first and which remain outstanding.

After allocation — correcting mistakes

Approve, reject, and revert on Finance → Transactions and booking Transactions change how money is matched to scheduled lines — they do not reorder this priority list. When you reject or revert a receipt that Finance already invoiced, confirmation modals warn that you may need credit notes in your accounting system. See Payment Allocation — Correcting mistaken receipts.

Out Payments (automatic payout configuration)​

The Out Payments card on the Payments tab controls how Vivin creates and approves outgoing payouts to your bank (the same records you review on Finance > Payouts). Open the card’s pencil control to edit; Save persists account-wide defaults.

Field (English UI)OptionsWhat it does
Approval typeApproval required (default) · Skip approvalWhen Vivin’s scheduled out-payment job creates a new payout batch, Approval required leaves it in To approve until an operator with payment-approval permission confirms it in Finance. Skip approval auto-approves the batch immediately after creation (still visible in Payouts; use when your process does not need a manual gate).
Payout TypeAccount (default) · OwnersAccount rolls finalized tenant vIBAN in-payments into account-level outgoing batches. Owners groups payouts per property owner (using each owner’s IBAN from Owners) so revenue distribution matches owner records.

Account Settings — Payments tab, Out Payments card with Approval type and Payout Type

Relationship to Finance > Payouts

These settings affect how batches are generated and whether they need a manual approve step — not day-to-day Confirm received after money lands in your bank. Operators still reconcile Payouts against statements, use Export, and mark payouts Received when transfers clear. See Finance > Payouts tab.

Owner payouts need IBANs

With Payout Type set to Owners, each owner must have a valid IBAN before Vivin can create a payout for that owner. Missing banking details show an amber warning on the Payouts table with a Set recipient shortcut.

Dual pricing / local rent cap​

Pair with other Payments, Invoicing & Utilities sections

Local Rent Cap on Listings freezes useDualPricingRentSplit at booking creation — mid-stay edits follow Bookings — Discounts and Payment Allocation — Dual pricing. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

Some portfolios must show a legal rent cap on contracts and invoices while the total monthly charge stays higher (for example rent plus accommodation services). Vivin supports this with Dual Pricing / Local Rent Cap on the Payments tab (/settings/payments).

ControlPurpose
Enable Dual PricingTurns the feature on for the account. When off, units do not show Local Rent Cap and new bookings are not split.
Others category for the differenceWhich Others payment category receives the amount above the cap on each rent line (chosen from your account’s payment categories). Required for the split to run.

Account Settings — Payments tab, Dual Pricing / Local Rent Cap card with enable toggle and Others category

How the split works on new bookings​

Dual pricing applies only when all of the following are true at booking creation:

  1. Enable Dual Pricing is on and an Others category is saved on this tab.
  2. The unit has a Local Rent Cap set under Listings (greater than zero and below the unit’s monthly rent).
  3. The booking is created after those settings are in place.

The product then freezes useDualPricingRentSplit on the booking. For each generated Rent line on the payment schedule, Vivin:

  • Keeps the Rent row at min(local rent cap, full rent) for that month.
  • Adds a matching Others row for rent − cap, labelled with your configured Others category.

Example: monthly rent €800, cap €600 → €600 Rent + €200 Others per month. Incoming payments still allocate across both lines using your Payments priorities order.

Business rules
  • Changing Enable Dual Pricing or the Others category here affects new bookings only — existing schedules are not retroactively re-split.
  • Toggling dual pricing off does not remove caps already saved on units; operators can still see Local Rent Cap on listings that have a value.
  • On dual-pricing bookings, operators may edit Local Rent Cap on Contract Info (within product limits); the API regenerates rent and Others lines. See Bookings — Dual pricing.
  • After Finance invoices rent for a month, lowering that month's net below the exported total is blocked by the invoiced floor — use credit notes in your accounting system when you truly need a lower invoiced amount. See FAQ — Lower rent below invoiced.

Contract templates can expose {LocalRentCap} and {RentCapDifference} — see the contract variables table.

Invoicing (VAT rates & Hostkit series)​

Pair with other Payments, Invoicing & Utilities sections

Connect Integrations (Hostkit or Invoice-xpress) before saving VAT rates — Hostkit invoice series blocks Finance — Invoice automation until the FR code matches Hostkit Faturação → Séries. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

Configure the tax rates applied to each type of invoice item. Different countries and contract types may require different VAT rates for different line items.

Tax options load failure — When you click Edit on the Tax codes section and the tax catalogue cannot load, an amber inline alert shows Could not load tax options: followed by the server message and an underlined Retry link. Your saved VAT percentages on disk are unchanged — use Retry or cancel edit and reopen the tab after connectivity recovers. This is separate from Save errors, which appear as toasts. See Glossary — Settings and profile load failures.

Invoice ItemField
RentVAT percentage applied to monthly rent invoices
Security DepositVAT percentage (often 0% as deposits are not revenue)
Cleaning FeeVAT percentage for cleaning charges
Admin FeeVAT percentage for administrative fees
Other ItemsDefault VAT rate for miscellaneous charges

Set each rate to 0 if VAT does not apply to that item type in your jurisdiction.

tip

Consult your accountant or local tax authority to determine the correct VAT rates for each charge type. In many jurisdictions, security deposits are not subject to VAT because they are held in trust (not revenue). Rent VAT rules vary — some countries exempt residential rent from VAT entirely, while others apply a reduced rate.

Default invoice date​

The Invoicing tab includes a Use today as invoice date toggle (label may read Use today as default invoice date in the UI). This controls which calendar date Vivin sends when your account issues invoices from Finance or related flows.

SettingBehaviour
On (default)Each new invoice uses today’s date at issue time.
OffA fixed Invoice date field appears. Pick the date operators should use for all invoices until you change it again — useful for month-end batches or correcting a single posting date across many documents.

When a fixed date is active, Finance Transactions shows an amber role="status" banner in three places (same copy everywhere): directly above the search field and invoice filter pills (full-width inline on the tab); as a compact toolbar chip in the floating bulk-action row when you select ledger rows that have pending or failed allocations ready to invoice; and again in transaction detail as a full-width strip above Allocations when the open payment has allocation rows. Copy references the saved date (for example “A custom invoice date is set in Settings (1 Jun 2026)…”). See Finance > Transactions for screenshots of each layout. Change the toggle back to on, or pick a new date, then Save on the Invoicing tab.

Account-wide until you change it

A fixed invoice date applies workspace-wide, not per booking. Turn Use today as invoice date back on when you want day-of-issue dating again.

In edit mode on the Invoicing section, turn Use today as invoice date off to reveal the Invoice date picker. Save to apply the fixed date account-wide; Cancel discards unsaved edits.

Account Settings — Invoicing section with Use today as invoice date off and Invoice date picker visible in edit mode

Invoicing fixed-date toggle capture re-verified 2026-06-22 19:20 UTC (tools/capture-invoicing-invoice-date-screenshots.ts). Finance Transactions banner PNGs still skip-no-banner on the docs capture account after PUT + reload.

Finance banner captures

All three Finance Transactions banner layouts (inline above search, compact bulk toolbar, transaction detail above Allocations) are documented with screenshots in Finance > Transactions. Re-capture with VIVIN_DOCS_RECORD_API=http://localhost:5173/api npx tsx tools/capture-invoicing-invoice-date-screenshots.ts when copy or layout changes. On large staging accounts the tab can take ~45–50 seconds after navigation before search, the amber banner, and row checkboxes finish loading.

On Finance → Transactions, the same fixed date shows as an amber inline banner directly above the search field and invoice filter pills:

Finance Transactions — custom invoice date reminder banner above search and invoice filters

Pair with month-end workflow guides

Fixed Invoice date batches pair with Common Workflows — Month-end invoicing (fixed date) (hub matrix — settings-invoicing-invoice-date-toggle.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png), Finance — Month-end invoicing with a fixed date, Portfolio KPI review — Month-end invoicing (fixed date) (Step 7 sign-off), Onboarding a New Property — Month-end invoicing (fixed date) (first month-end on new inventory), and Cancelling a Booking — Month-end invoicing (fixed date) (settlement batch during Step 6b). Turn Use today as invoice date back on after the batch completes.

Hostkit invoice series​

This field appears on the Invoicing tab only when Hostkit is connected under Account Settings → Integrations (Hostkit and Invoice-xpress are mutually exclusive invoicing providers).

FieldPurpose
Hostkit invoice seriesSeries code in Hostkit for Fatura-Recibo. Vivin always sends document type FR when creating invoices. Copy the exact code from Hostkit Faturação → Séries — mismatches surface as invalid series errors from Hostkit.

Account Settings — Invoicing tab with Hostkit invoice series field when Hostkit is connected

Required before first issue

Vivin blocks Hostkit invoice creation when this field is empty or whitespace-only — the product does not call Hostkit with an omitted series (Hostkit would otherwise fall back to its default series and produce documents Vivin cannot reconcile). If you try to issue before saving a series, Finance shows an error such as Hostkit invoice series is not configured for this account. Set Settings → Invoicing → Hostkit invoice series before issuing invoices. Save the exact FR series code from Hostkit, then retry Issue allocation / Invoice selected.

Series + sequence number

Hostkit identifies each document by series code and numeric id together — the id is only unique within a series. Vivin stores issued references as {series}/{id} (for example 2025/42) and resolves Hostkit API lookups with both values so Finance see invoice links and booking Files PDF tiles attach the correct document. If invoice creation fails or links look wrong, confirm the Hostkit invoice series field matches the active FR series in Hostkit — do not rely on the bare sequence number alone.

Connect Hostkit and add per-listing API keys before relying on automated invoicing — see Integrations — Hostkit. Month-end Issue allocation / Invoice selected on many rows paces Hostkit and retries HTTP 429 — large batches can take several minutes (FAQ — Bulk Hostkit invoicing slow; Finance — Invoice automation).

InvoiceXpress document remarks​

When Invoice-xpress is your active invoicing provider, the Invoicing tab shows two optional remarks fields below the invoice-date controls. They do not appear for Hostkit or Sage50c — document-level observations are an InvoiceXpress-only feature.

Field (English UI)Sent to InvoiceXpress on
Proforma RemarksProforma documents Vivin creates before final receipt issuance
Invoice Receipt / Fatura-Recibo RemarksInvoice Receipt / Fatura-Recibo (FR) documents when allocations are invoiced

Each field is a multi-line text area. Vivin trims leading and trailing whitespace but preserves internal line breaks, so you can paste short legal disclaimers or payment confirmations that render on the PDF.

Setting stateBehaviour
EmptyVivin omits observations on new documents — same as before remarks existed (no change for accounts that leave both fields blank).
FilledThe saved text is sent as InvoiceXpress observations on every new document of that type until you clear or edit the field. Proforma and receipt remarks are independent — receipt text never appears on proformas and vice versa.

Use the Invoicing section pencil control to edit; Save persists account-wide defaults. Cancel discards unsaved edits.

Example copy operators often configure:

  • Proforma — This is a Proforma Invoice and does not constitute a fiscal document.
  • Invoice Receipt — This Invoice Receipt confirms that payment has been received.

Account Settings — Invoicing tab with InvoiceXpress Proforma and Invoice Receipt remarks fields in edit mode

Screenshot freshness

InvoiceXpress remarks edit-mode capture re-verified 2026-07-08 05:13 UTC (tools/capture-invoicexpress-remarks-screenshots.ts). Example copy is typed for the shot only — Cancel discards unsaved edits so staging account values are unchanged.

Provider scope

Remarks are not sent to Hostkit or Sage50c. If you switch invoicing providers, the saved remark values remain in account settings but have no effect until you connect InvoiceXpress again.

Finance follow-up

After you change remarks, only newly issued documents pick up the text. Already-finalized InvoiceXpress PDFs linked from Finance → Transactions or booking Files are unchanged — re-issue only when your fiscal process allows it.

Fees (booking fee toggles and invoice labels)​

Pair with other Payments, Invoicing & Utilities sections

Custom fee names here override tenant-facing labels on Contract templates and the Tenant Portal payment schedule — per-property amounts still live under Listings — Contract Information. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference.

The Fees tab (/settings/fees) controls whether admin, cleaning, and exit fees are offered on new bookings and how those line types appear on tenant-facing invoices. It does not replace per-property fee amounts in Listings > Extra payments — it sets account-wide availability and wording.

The tab is gated by account_settings.fees (separate from Preferences and Personal Settings — see Users and roles). Without that permission, /settings/fees is not available in the settings sidebar.

Fee availability​

The Fee visibility card (subtitle: fees turned off are hidden across properties, bookings, and tenant views) lists three toggles:

ToggleWhen disabled
Admin feeThe fee is hidden and not added to new bookings. Existing bookings keep their current admin fee values. Disabling may zero defaults on properties (the product shows a confirmation before save). When on, each property can use a fixed admin fee or Per stay duration tiers in Listings — Contract Information.
Cleaning feeSame pattern for cleaning charges on new bookings. When on, operators still set per-property frequency (monthly vs one-time) under Listings — Contract Information.
Exit feeSame pattern for exit / check-out fees on new bookings.

After a booking exists, operators can still override admin, cleaning, and exit euro amounts on that reservation from Bookings → Contract Info without changing property defaults.

Payment Plan columns — On Bookings → Payment Plan, each fee type gets its own column only when the account toggle is on or that booking already has a non-zero amount for the fee (legacy bookings keep the column after a toggle-off). Deposit and Others columns are always shown. The Total column sums Rent, each visible fee column, Deposit, and Others for that due date — hidden fee columns are excluded from Total, but Deposit always counts so deposit-only rows still align with Paid.

New accounts start with all three fees on (visible and available for new bookings). In view mode each row shows On or Off; use the pencil control to enter edit mode with toggle switches.

In edit mode, an information icon beside each fee label explains the same rules as the table above (hidden everywhere when off, not added to new bookings, existing bookings unchanged). Those hints appear on hover in the product UI.

Account Settings — Fees tab, Fee visibility card in edit mode with toggle switches and per-fee info icons

Screenshot freshness

Fee visibility and Custom fee names edit-mode captures refreshed 2026-06-12 11:05 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-settings-fees-users-bookings-screenshots.ts).

Use the pencil control on the Fee visibility card to edit toggles, then Save. Turning a fee off after it was on opens a warning step before anything is persisted; enabling fees or saving without disabling any fee applies immediately with no extra dialog.

Disable confirmation​

When you save after turning one or more fees off, Vivin shows a Disable fee? modal (warning style). The body lists each fee you are disabling. For each fee turned off, the copy follows this pattern (English UI):

  • Admin fee — “Turning Admin Fee off will zero out the admin fee on all properties (existing bookings are preserved).”
  • Cleaning fee — same pattern for the cleaning fee.
  • Exit fee — same pattern for the exit fee.

If you disable more than one fee in the same save, those sentences are concatenated in one modal (one paragraph). The primary action is Yes, disable; while the save runs the button shows Saving....

ControlResult
CancelCloses the modal without saving; you remain in edit mode on the card.
Yes, disableSaves the toggle changes and exits edit mode.

To abandon the edit entirely after canceling the modal, use Cancel on the Fee visibility card — that restores the last saved toggle values.

Account Settings — Fees tab, Disable fee? confirmation after turning a fee off and clicking Save

Test accounts

Disabling a fee changes account-wide defaults. On a shared staging or production workspace, prefer a throwaway test account for exploratory toggles, or only open the modal for screenshots and cancel both the modal and the card without confirming Yes, disable.

Invoice line labels​

The Custom fee names card (subtitle: rename how fees appear in the app and in the tenant portal) lets you override the text tenants see for:

  • Rent
  • Admin fee
  • Cleaning fee
  • Exit fee
  • Other items

Choose Use system default names to revert to Vivin’s built-in wording, or turn that off and enter custom names (each up to 60 characters, matching the API validation cap). Labels apply to invoice presentation and tenant-facing fee names; they do not change underlying charge math.

While a fee is off in Fee visibility, the matching Admin fee, Cleaning fee, and Exit fee name fields on this card are disabled until you enable that fee again (hint: “Enable this fee above to edit its name.”). Rent and Other items labels stay editable regardless of fee visibility toggles.

Account Settings — Fees tab, Custom fee names card in edit mode with label fields and Use system default names toggle

Payments, Invoicing & Utilities section cross-reference​

Use this table when one Payments / Invoicing / Utilities / Fees topic naturally leads into another Account Settings tab, operator module, API guide, or downstream workflow — each row links to the docs you should read before or after configuring financial policies.

| Topic / section | Pair with these docs | | --------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Payment Deadlines | Emails (payment-reminder Communication Rules), Finance — Deposits (Refund Due Date) | | Payment Delay Penalties | Handling a Late Payment — Step 1, Notifications — Payment overdue alerts, Bookings — Confirmation and check-in payments | | First & Last Month Deposits | Listings — Contract Details, Processing a New Booking | | Utilities | Utilities module, Entering Monthly Utility Bills, Listings Step 3 | | Payments Priorities | Payment Allocation, Finance — Transactions | | Dual pricing / local rent cap | Payment Allocation — Dual pricing, Bookings — Discounts | | Invoicing (VAT rates & Hostkit series) | Integrations (Hostkit / Invoice-xpress), Finance — Invoice automation, InvoiceXpress document remarks | | Fees (booking fee toggles and invoice labels) | Contract templates, Tenant Portal (tenant-facing fee names) | | Pending manual receipt approval | Users and roles — Role permissions (Approve payments), Finance — Pending manual payments, Payment Allocation, FAQ — Manual receipt still pending | | Reject/revert mistaken receipts | Payment Allocation — Correcting mistaken receipts, Finance — Row actions on in-payment rows, FAQ — Reject or revert an incoming payment | | Lockout catch-up after password recovery | Resetting a Management User Password, Getting Started — Lockout catch-up, Common Workflows — Lockout catch-up | | Notification row-click navigation | /notifications row-click after due-date / penalty saves | Account Settings — Notification row-click navigation, Common Workflows — Notification row-click navigation, Notifications module — Notification row-click navigation | | Payment alert to receivables triage | payment overdue after Payment Deadlines configuration | Account Settings — Payment alert to receivables triage, Common Workflows — Payment alert to receivables triage, Handling a Late Payment — Step 1 | | Confirmation alert triage | Upcoming alerts after confirmation payment policy saves | Account Settings — Confirmation alert triage, Common Workflows — Confirmation alert triage, Processing a New Booking — Step 5b | | Finance debt receivables triage | Portfolio Top debtors / Debt Aging after settings on this tab | Account Settings — Finance debt receivables triage, Common Workflows — Finance debt receivables triage, Finance module — Finance debt receivables triage | | Finance Income status drill-down | Income → In debt vs Debt Aging after settings on this tab | Account Settings — Finance Income status drill-down, Common Workflows — Finance Income status drill-down, FAQ — Finance Income status drill-down hub | | Cash flow forecast drill-down | Cash flow forecast month bars vs Income segments | Account Settings — Cash flow forecast drill-down, Common Workflows — Cash flow forecast drill-down, FAQ — Cash flow forecast drill-down hub | | Portfolio segmentation by tenant category | Tenant categories, Finance — Tenant category filter, Common Workflows — Portfolio segmentation, Bookings — Other filters |

Pair with other Payments, Invoicing & Utilities guide sections

Related below links this Account Settings tab to modules, workflows, concepts, and escalation paths. Pair Documentation map & escalation with Account Settings hub — Documentation map & escalation; pair Upstream & downstream workflows with Account Settings — Tab cross-reference. Topic-to-section pairing in sections above: Payments, Invoicing & Utilities section cross-reference. Full hub matrix: Account Settings — Section cross-reference.

Documentation map & escalation​

Pair with other Payments, Invoicing & Utilities guide sections

Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Account Settings hub — Documentation map & escalation. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

  • Account Settings hub — Tab pairing matrix across workspace configuration
  • Payment Allocation — How the two-layer payment model and allocation priority work in detail
  • Glossary — Term definitions used across settings and module docs
  • FAQ & Troubleshooting — Quick answers when payment or invoicing behaviour does not match expectations
  • Get Help & Support — Escalate when Hostkit series mapping or virtual IBAN provisioning blocks exports

Upstream & downstream workflows​

Pair with other Payments, Invoicing & Utilities guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Deeper workflow reads​

Pair with other Payments, Invoicing & Utilities guide sections

Workflow reads pair with Common Workflows hub subsection index and Workflow cross-reference. Each workflow sub-guide reciprocates with [Deeper workflow reads](./invoicing-and-payments.md#deeper-workflow-reads) anchors on Account Settings bullets — hub parity: Account Settings hub — Deeper workflow reads. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Pair with other Payments, Invoicing & Utilities guide sections

Tab bullets pair with Account Settings — Tab cross-reference and Recommended setup order. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

  • Contract templates — PDF wording vs Custom fee names labels on the Fees tab
  • Integrations — Hostkit series mapping and platform virtual IBANs paired with invoicing exports
  • Preferences — Move-in requirements, auto-cancel, deposit disputes, and portal toggles paired with due-date settings
  • Preferences — Enable deposit disputes — Account toggle before operators use Mark as Disputed on booking deposits
  • Preferences — In-app notifications — Account-wide Payments alert masters paired with penalty settings
  • Emails — Payment due-date and debt-threshold Communication Rules tied to deadlines configured on this page

Operator modules​

Pair with other Payments, Invoicing & Utilities guide sections

Module bullets pair with Modules — Module cross-reference. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Deeper concept reads​

Pair with other Payments, Invoicing & Utilities guide sections

Concept reads pair with Concepts hub subsection index and Concept cross-reference. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Companion API guides​

Pair with other Payments, Invoicing & Utilities guide sections

API bullets pair with API Reference hub. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Module documentation hubs​

Pair with other Payments, Invoicing & Utilities guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

  • Bookings — Operator UI for reservations whose payment plans follow account defaults here
  • Listings — Property wizard and per-property payment overrides
  • Sales — Portfolio availability and channel manager connections
  • Operations — Maintenance tickets, cash flows, and check-in/out coordination
  • Dashboard — Post-login KPI snapshot with bell notification triage
  • Analytics — Month-range portfolio KPI charts
  • Tenants — Tenant directory and With Debt segmentation
  • Inbox — Portfolio-wide WhatsApp workspace
  • Notifications — Full /notifications history
  • Notifications — Payment overdue alerts (in-app) — Operator Payments category rows when scheduled charges are overdue
  • AI Chat — Vivin-internal AI Assistant for portfolio Q&A
  • Audit — Portfolio-wide Manual Blocks and Discounts review
  • Booking engine details — Rich marketplace payload editor via the Full integration pill
  • Properties workspace — Legacy /properties URL redirects into Listings

Pending manual receipt approval​

Pair with other Payments, Invoicing & Utilities guide sections

Receipt approval pairs with Payments Priorities and Users and roles (Approve payments permission). Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Reject/revert mistaken receipts​

Pair with other Payments, Invoicing & Utilities guide sections

Receipt cleanup pairs with Payments Priorities and Invoicing (VAT rates & Hostkit series) export providers. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Lockout catch-up after password recovery​

Pair with other Payments, Invoicing & Utilities guide sections

Operational backlog after sign-in recovery pairs with Resetting a Management User Password — Step 3 before you resume payment deadlines or Hostkit series on this tab. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Portfolio segmentation by tenant category​

Pair with other Payments, Invoicing & Utilities guide sections

Segment filters pair with Tenant categories portal payment modules and Portfolio KPI review — Step 6. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Notification row-click navigation​

Pair with other Payments, Invoicing & Utilities guide sections

Payment Deadlines and penalty rules shape payment overdue row text on /notifications — row-click into Bookings before trusting Finance → Overview KPIs. Hub parity: Account Settings — Notification row-click navigation. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Payment alert to receivables triage​

Pair with other Payments, Invoicing & Utilities guide sections

Due dates configured here drive payment overdue alerts — finish Handling a Late Payment — Step 1 on the row-clicked booking before Debt Aging sign-off. Hub parity: Account Settings — Payment alert to receivables triage. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Confirmation alert triage​

Pair with other Payments, Invoicing & Utilities guide sections

Confirmation payment defaults interact with Upcoming Payment received alerts — pair Processing a New Booking — Step 5b with Pending manual receipt approval. Hub parity: Account Settings — Confirmation alert triage. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Finance debt receivables triage​

Pair with other Payments, Invoicing & Utilities guide sections

Payment deadlines and Approve payments on Users and roles shape when Total Debt and Debt Aging reflect recorded transfers — clear amber Pending before month-end sign-off. Hub parity: Account Settings — Finance debt receivables triage. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Handling a Late Payment collections​

Pair with other Payments, Invoicing & Utilities guide sections

Payment deadlines and Approve payments on Users and roles shape when Total Debt and Debt Aging reflect recorded transfers — clear amber Pending before month-end sign-off Hub parity: Account Settings — Handling a Late Payment collections. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Finance Income status drill-down​

Pair with other Payments, Invoicing & Utilities guide sections

Due-date and penalty settings shape Income chart Scheduled / In debt segments — pair segment drill-down with Debt Aging Top debtors. Hub parity: Account Settings — Finance Income status drill-down. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Cash flow forecast drill-down​

Pair with other Payments, Invoicing & Utilities guide sections

Payment-deadline and approval settings shape when collections appear on Cash flow forecast month bars — contrast with Income status segments. Hub parity: Account Settings — Cash flow forecast drill-down. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.

Key glossary terms​

Pair with other Payments, Invoicing & Utilities guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Payments, Invoicing & Utilities section cross-reference · Account Settings — Section cross-reference.