Loft47 Billing Module
Overview
The Billing Module makes it easy for your brokerage to manage one-time and recurring fees outside of deal-based commissions.
- Create reusable Billing Items for different types of fees
- Create Billing Invoices for individual agents
- Create Billing Templates to quickly apply a standard group of fees
- Set up Billing Schedules for recurring charges
- Post invoices to QuickBooks Online (QBO) or Xero
- Reverse posted invoices when corrections are needed
Billing Items → Billing Invoices → Billing Templates or Schedules (optional) → Post to Accounting
⬇️ Scroll down to Sections 5–6 for Posting to QBO /Xero and Q&A.
1. Billing Items
Billing Items are reusable fee types that you can add to invoices. Think of Billing Items as your fee catalogue.
Create an item once and reuse it on multiple invoices.
Viewing Billing Items
From the Loft47 sidebar menu, go to Brokerage > Billing Items.
- Name
- Item Code
- Default Price
- Default Quantity
Use the Search box to find an item by name or item code.
To view retired items, turn on Show Archived.
Creating a Billing Item
🎥 Watch the Quick Video: How to Create a Billing Item
Go to Billing Items.
Click New in the top-right corner.
Enter a Name. This is required and will appear on invoices.
Enter a Default Price. This is required and represents the amount charged per unit.
Enter a Default Quantity. This is optional and defaults to 1.
Enter an Item Code. This is optional and can be used to match the item with your accounting system. If entered, it must be unique.
Select an Accounting Ledger. This is required and determines which chart-of-accounts category the fee will be posted to.
Select Taxable if the fee is subject to tax. This option applies to Canada only.
Click Save.
A green confirmation message will appear when the item has been successfully created.
💡 Tip: Use a consistent naming convention for your Billing Items, such as "CC Desk Fee" or "CC Admin Fee", so they are easy to find and identify in reports.
Editing a Billing Item
Click the pencil icon next to an item to open the edit window.
Make your changes and click Save.
If you change the item's price:
The new price will be used on future invoices.
The displayed total on existing un-posted invoices will update immediately.
Note: Changing the accounting ledger on a Billing Item does not update invoices that have already been created. Only new invoices will use the updated ledger. This limitation is planned for improvement.
Archiving a Billing Item
Billing Items cannot be deleted.
If you no longer need an item, you can Archive it.
Archived items:
Are hidden when creating new invoices
Are hidden from the Billing Item picker in templates
Remain on invoices where they were previously used
Note: A Billing Item cannot be archived if it is currently being used by one or more Billing Templates. Remove it from those templates first.
Syncing Billing Items with QuickBooks Online or Xero
If your brokerage uses QuickBooks Online or Xero, click the purple Sync button on the Billing Items page.
The sync can:
Push Loft47 Billing Items to QBO or Xero
Pull QBO/Xero -only items into Loft47
A sync progress message will appear.
To review sync details or skipped items, go to the QBO or Xero Activity page.
2. Billing Invoices
Billing Invoices are the actual charges issued to agents.
Each invoice belongs to one agent profile and can contain one or more Billing Items.
Creating a Billing Invoice
🎥 Watch the Quick Video: How to Create a Billing Invoice
Go to Billing Invoices.
Click New.
Select the Agent Profile the invoice is for.
Add Invoice Date.
Add Invoice Due Date.
Click Add row.
Select a Billing Item from the dropdown.
The item's default price and quantity will automatically populate.
Adjust the price or quantity if needed for this specific invoice.
The invoice total updates automatically as you make changes.
Optionally click Use Template to apply a predefined set of Billing Items.
Click Save.
💡 Tip: You can add the same Billing Item more than once on a single invoice. This is useful when the same fee type needs to be charged at different rates or for different services.
Editing a Billing Invoice
You can edit an invoice until it has been posted to your accounting system.
Click the pencil icon, make your changes, and click Save.
Note: Once an invoice has been posted, editing is blocked. You must Reverse the invoice first, make your changes, and then post it again. See Posting Invoices to Your Accounting System below.
Finding and Filtering Invoices
Use the filters on the Billing Invoices page to find invoices by:
Agent
Date range
Posting status
Archived invoices are hidden by default.
Turn on Show Archived to include them in your search results.
3. Billing Templates
Billing Templates allow you to save a standard group of Billing Items and apply them to an invoice in one click.
Templates are especially useful when the same combination of fees is charged to multiple agents.
Creating a Billing Template
🎥 Watch the Quick Video: How to Create a Billing Template
Go to Billing Templates.
Click New.
Enter a Template Name.
Add one or more Billing Items.
The same Billing Item can be included more than once with different quantities.
Click Save.
💡 Tip: Templates always use the current default price of each Billing Item.
If you change a Billing Item's default price, the template subtotal updates automatically. You do not need to edit and re-save the template.
Using a Template on an Invoice
While creating or editing a Billing Invoice:
Click Use Template.
Select the template you want to use.
The Billing Items from the template are automatically added to the invoice.
You can still add, remove, or adjust individual items after applying the template.
Editing or Retiring a Template
Click the pencil icon to edit a template's name or archive it if you no longer need it.
4. Billing Schedules
Billing Schedules automate recurring invoices.
🎥 Watch the Quick Video: How to Create a Billing Schedule
Once a schedule is created, Loft47 automatically generates invoices for the selected agents based on the frequency you choose, such as monthly or quarterly.
Go to Billing Schedules.
Click New.
Select a Billing Template.
Select one or more Agent Profiles to be billed.
Set the Frequency, such as:
Interval: 1
Unit: Month
Set a Start Date.
Optionally set a Stop Date.
Click Save.
Note: Invoices are not created immediately after saving a schedule. They are generated by an overnight background process.
The Last Run date on the schedule shows when the schedule was last processed.
Editing a Billing Schedule
Click the pencil icon next to a schedule.
You can change:
Billing Template
Agent Profiles
Frequency
Start Date
Stop Date
Click Save when finished.
Changes will take effect on the next scheduled run.
Stopping or Deleting a Billing Schedule
1. To stop future invoices without deleting the schedule, set a Stop Date to a date in the future after the Start Date.
2. To permanently remove a schedule:
Click the trash icon.
Confirm the deletion.
Note: Deleting a Billing Schedule does not affect invoices that were already created by the schedule.
5. Posting Invoices to Your Accounting System
Once your invoices are ready, you can post them to your accounting system.
Loft47 supports posting Billing Invoices to QuickBooks Online or Xero.
Go to Integrations → QuickBooks Online or Xero.
Click Post Batch.
Loft47 collects all un-posted invoices and sends them to your accounting system. (same process applies to both QBO and Xero)
A new batch will appear with the status Posting.
Refresh the page after a moment.
When the batch is complete, click the batch row to view the transaction details.
The batch details show one row per invoice, along with a sync row for item updates.
Successfully posted invoices will show “Posted [date]” on the invoice page in green.
The edit pencil icon will be replaced by a “Reverse” button in red.
Posting Failures
If an invoice cannot be posted, it may be skipped during the batch.
Common causes include:
The agent profile is not properly linked to your accounting system.
Make sure the agent's profile has a Reporting Office and is properly connected to QBO or Xero.Check the Billing Item’s Accounting Ledger.
Make sure the Billing Item is mapped to an appropriate income/revenue or sales account.
For QBO and Xero sales invoices, select the appropriate income/Sales revenue account in the Billing Item’s Accounting Ledger.
Reversing a Posted Invoice
If you need to correct an invoice that has already been posted:
Go to Billing Invoices and locate the bill you want to reverse.
Click Reverse.
Confirm the reversal.
The Reverse button will be temporarily disabled while the reversal is processing.
Once complete, the invoice will return to an editable state.
The edit pencil icon will reappear.
Edit the invoice as needed.
Click Save.
Run Post Batch again to post the corrected invoice.
Note: Reversing a posted invoice creates a void in QBO / Xero for the reversed invoice.
If you accidentally click Reverse twice, such as from two browser tabs, the second attempt will be blocked with an error. Only one void will be created.
6. Common Questions
Can I delete a Billing Item, Invoice, or Template?
Billing Items, Invoices and Templates cannot be deleted.
They can be archived so they no longer appear when creating new invoices.
Can I add a Billing Item that doesn't exist while editing an invoice?
Not currently.
You need to:
Save the invoice.
Create the new Billing Item.
Return to the invoice.
Add the new item.
This workflow improvement is planned.
Why does the invoice look editable even though it is posted?
The edit form may still be visible, but attempting to save a posted invoice will display a message explaining that the invoice must be reversed first.
This is by design.
Why did the sync show a warning about skipped items?
Some items in QuickBooks Online / Xero may use account categories that are not mapped in Loft47.
Go to QBO /Xero Activity and click the sync row to see which items were skipped and why.
You may need to update the account mapping or the Billing Item's accounting ledger.
I don't see the Billing section in my sidebar. What should I do?
The Billing Module must be enabled for your brokerage.
Contact your Loft47 administrator to have the feature enabled.
What is the Payload section?
Payload is an optional payment-collection integration that allows agents to pay invoices online.
Payload must be enabled separately.
Contact your administrator or Loft47 Support to learn more.
Quick Reference
| What do you want to do? | Go to Loft47 |
|---|---|
| Create or manage fee types | Billing Items |
| Create or manage agent charges | Billing Invoices |
| Create reusable groups of fees | Billing Templates |
| Automate recurring invoices | Billing Schedules |
| Post invoices to accounting | Integrations → QBO /Xero |
| Review posting or sync issues | QBO or Xero Activity → Batch Details |
Need Help?
If you have questions or run into an issue with the Billing Module, contact Loft47 Support at support@loft47.com.
When contacting Support about a billing issue, it is helpful to include:
Invoice number
Agent name
Billing Item
Error message, if applicable
Screenshot or screen recording, if available
This information can help the Support team troubleshoot the issue more quickly.
😊 Enjoy streamlined billing with Loft47!