Financial Statements & Invoicing

The Statements module gives you a complete financial picture of your portfolio — every transaction, every property, every period — with the ability to generate professional invoices and export records for accounting or tax purposes.

The transaction ledger

Navigate to Statements → Ledger to view the complete transaction history for your portfolio.

The ledger uses standard debit/credit logic:

• Credits — money received (rent, maintenance charges, security deposits)
• Debits — money paid out (expenses, refunds, charges)

Each entry shows:

• Date
• Tenant and unit
• Property
• Payment type
• Description / reference
• Debit amount
• Credit amount
• Running balance

Filtering the ledger

Use the filters at the top of the Statements page to narrow down records:

• Property — view transactions for a single property or all properties
• Payment type — Rent, Maintenance, Security Deposit, Expense, etc.
• Date range — any start and end date
• Status — Paid, Pending, Overdue

Filtered results update instantly and carry through to invoice generation and PDF export.

Opening balance adjustments

If a tenant joined DeskEstate with an existing balance — either money owed to you or credit in their favour — the opening balance set on their profile appears as the first entry in their ledger. This ensures their account history is complete from the moment they joined, even if prior transactions were not recorded in the system.

Professional invoice generation

To generate an invoice:

1. Go to Statements → Invoices or open a specific payment record
2. Click Generate Invoice
3. DeskEstate creates a formatted invoice including:
   • Your company name and logo
   • Company address and contact details
   • Invoice number (auto-incremented based on your format settings)
   • Tenant name and unit
   • Itemised charges (rent period, amounts in PKR)
   • Total due
   • Payment method and reference (if already paid)

Invoices can be printed directly from the browser or downloaded as PDF.

Company branding on invoices

To set up your branding, go to Configuration → Company Settings and upload your company logo. Set your company name, address, and contact information. These details appear on all invoices automatically.

The Manager and Agency plans support custom branding with your own logo. The Landlord plan uses the default DeskEstate invoice format with your company name.

Exporting for tax purposes

To export your transaction records:

1. Go to Statements → Ledger
2. Apply any filters (date range, property, etc.)
3. Click Export
4. Download as PDF (formatted statement) or CSV (for import into accounting software)

The exported file includes all fields: date, property, unit, tenant, payment type, reference, debit, credit, and balance. This format is compatible with most accounting tools used in Pakistan.

Summary totals

At the top of the Statements page, DeskEstate shows summary totals for the filtered period:

• Total income — all credits in the period
• Total expenses — all debits in the period
• Net balance — income minus expenses
• Outstanding amount — total of Pending and Overdue payments in the period

These totals update dynamically when you change the filters.