Overview

Council rates invoices follow a specific workflow in Cirrus8 because they often contain multiple payment options (yearly or instalments) and may require on-charging to tenants.

The Automated Invoice feature allows council rate notices to be submitted, reviewed, and processed efficiently.

Step 1: Submit Council Rates Invoice

Requirements for submission

1. Email the council rates notice to the Cirrus8 automated invoice email address.

2. Ensure the email subject line includes “RATE NOTICE”.

3. The invoice must be in PDF format only.

4. File size must be 10MB or less per email.

Step 2: Review Council Rates Transactions

Navigate to:

Dashboard → Forms → Automated Invoice

When the invoice is opened:

• Each payment option (e.g. yearly or quarterly) will appear as separate transaction lines.

Check and confirm the following details:

• Supplier

• BPAY Reference or EFT details

• Invoice Number
  (May be the assessment number if no invoice number exists)

• Invoice Date
  (Usually the issue date on the rates notice)

• Property Address and Unit (if applicable)

• Account Code
  Adjust depending on where the expense will be paid from:

  • Owner

  • Variable Outgoings

  • Directly Recoverable

• Description
  Example:
  Council Rates 2025 – Instalment 1 of 1

• From Date / To Date / Due Date
  Ensure these match the instalment period.

• Gross, Tax and Net amounts

Select Payment Option

1. Choose the preferred payment option (Yearly or Quarterly).

2. Delete unused transaction lines by clicking the red X beside them.

Example:
If Yearly payment is selected → delete the 4 quarterly instalment lines.

Step 3: On-Charge Council Rates to Tenants (If Required)

If the rates are directly recoverable, you can charge the tenant using AR (Accounts Receivable).

A. Yearly Payment or Instalment 1

Use these steps to create and send a tenant tax invoice immediately.

Enable AR

1. Click the AR icon on the transaction line.
   (Available only if the account code is Directly Recoverable)

Enter AR Details

Confirm or update the following:

• Property & Bank Account – Auto-filled

• Entry Type – Select:

  • Single Lease

  • Multiple Leases

• Select Lease(s) – Choose relevant tenant lease(s)

• Create Interim Tax Invoice – Select Yes

• Transaction Date – Change to today’s date

• From Date / To Date – Auto-filled

• Account Code & Description – Auto-filled

• Tax Rate & Amounts – Automatically calculated

If Multiple Leases:

• Choose a Percentage Method or manually adjust allocation.

Click Close to save.

✔ The AR icon turns green once successfully saved.

B. Instalments 2, 3 and 4 (Future Charges)

These instalments should be set up for future billing via Standing Charges.

Enable AR

1. Click the AR icon on the relevant instalment line.

Enter AR Details

• Entry Type – Single Lease or Multiple Leases

• Select Lease(s) – Choose tenant lease(s)

• Create Interim Tax Invoice – Select No

Set Transaction Date

Set the Transaction Date to the 1st of the month when the invoice should be issued.

Example:

This allows time to collect tenant payment before paying council.

Other fields:

• From Date / To Date – Auto-filled

• Account Code & Description – Auto-filled

• Tax Rate & Amounts – Auto-calculated

Click Close.

✔ The AR icon turns green once saved.

Step 4: Approve and Email Invoice

After reviewing all transaction and AR details:

1. Review invoice details carefully.

2. Choose email preferences (bottom right):

   • CC Portfolio Manager

   • CC Me

3. Click one of the following:

   • Approve

   • Approve and Go to Next
     

Final Result

Once approved:

• The tenant tax invoice is emailed automatically (if generated).

• The council rates invoice becomes available for payment in the next payment run.

Final Approval Actions