How to Create Standing Charges

Overview

Standing Charges is the process used to raise recurring lease charges (for example rent and variable outgoings) for tenants based on their lease charge setup.
Charges are typically raised monthly in bulk, but the process can also be run on an ad-hoc basis if required.

There are two approval workflows:

• Pathway A: Trust Accountant reviews, approves, and commits charges

• Pathway B: Property Manager reviews and approves charges before the Trust Accountant commits them

Pre-Standing Charges Checklist

Before running standing charges, confirm the following are complete to avoid errors:

• No pending receipting

• No pending credit allocations

• No outstanding rent reviews

Step 1: Raise Standing Charges (Trust Accountant)

Navigation: Accounts Receivable > Standing Charges

Report Options

• Frequency: Defaults to all charges (can be filtered by Monthly or Weekly)

• Reporting Period: Select the period being charged (e.g. 01/06/2025 – 30/06/2025)

• Description: Enter a clear internal reference (e.g. Jun 2025 – JP)

• Select By: Choose the filter method and select relevant properties and tenants

• Notify User:

  • Leave blank → Pathway A (Trust Accountant approval)

  • Select Property Manager → Pathway B (PM review required)

Click Finalise. A confirmation message will display with a link to View Standing Charges.

Tip – Missing Leases:
If a lease does not appear, check:

• Lease charge setup

• Next Charging Date

• Charge frequency

Step 2: Review and Approval

Pathway A: Trust Accountant Approval Only

Navigation: Accounts Receivable > View Standing Charges

• Click View next to the standing charges run

• Review charges by Property and Lease

• Compare Gross Amount to the Last Period to identify changes

• Icons indicate:

  • Change in amount from last period

  • First charge for the lease

Actions

• Approve & Commit: Leave all charges ticked

• Partially Approve & Commit: Untick specific charges and enter a reason

Pathway B: Property Manager Review

1. Property Manager Approves

Navigation: Dashboard > Standing Charges > View Standing Charges

• Property Manager receives a notification

• Review charges using the same comparison and icons as Pathway A

Actions

• Approve: Approve all charges

• Partially Approve: Untick charges and provide rejection reasons

• Reject All: Reject the entire run (Trust Accountant is notified)

2. Trust Accountant Commits Approved Charges

Navigation:
Dashboard > Standing Charges > View Standing Charges
or
Accounts Receivable > View Standing Charges

• Filter by status: Approved, Partially Approved, or Rejected

• Review each run before committing

Actions

• Commit: Finalise approved or partially approved charges

• Delete: Reject the charges entirely

• Rerun Charges:

  • Update the lease charge on the Lease Summary

  • Rerun standing charges for rejected items

Step 3: Generate Tenant Tax Invoices

Navigation: Accounts Receivable > Generate Tenant Tax Invoice

Once standing charges are committed, generate tenant tax invoices for the charges raised.
Refer to Generate Tax Invoice for detailed steps.