Export payable invoices
from the Credit Card tool.
The Export Invoice button on the Accounting Export page generates professional payable invoices — PDF or Excel — from any filtered view of classified credit card transactions. Invoices respect the active filters, group by GL account and lot number, and separate RiverWest Partners from RiverWest Management automatically.
Credit Card → Admin → Accounting Export
Navigate to the Credit Card tool, open the Admin sidebar, and click Accounting Export. Apply your filters (statement period, property, employee, etc.), then click Export Invoice in the top-right action bar.
Action bar — button order
Export Invoice generates a formatted payable invoice (PDF or Excel). Export to Excel exports the raw transaction grid as a flat spreadsheet.
Three choices. One click.
Format
PDF or Excel
PDF produces a print-ready payable invoice. Excel produces a structured workbook with the same grouping — useful for further manipulation or importing into an accounting system.
Scope
Combined or By Property
Combined groups all properties by entity into one file per entity. By Property generates one file per property. Either scope uses the same active filters.
Delivery
Download or Email
Download saves the file(s) directly to your browser. Email sends the invoice to the configured accounting recipient(s). Email requires recipients to be set up on the Settings page first.
PDF or Excel — same data, different use.
PDF Invoice
- Print-ready letter-size layout with RiverWest branding
- BILL FROM / BILL TO header block, invoice number, dates
- GL account group headers with subtotals
- Lot sub-grouping when a GL spans multiple lots
- Columns: Employee · Vendor · Description · Lot # · Date · Card Type · Amount
Excel Invoice
- Single worksheet with header block (Bill To, statement date, Bill From)
- GL and lot subtotal rows inline with the data
- Columns: Stmt Date · Txn Date · GL # · GL Name · Employee · Card Type · Card · Vendor · Description · Lot # · Amount
- Pre-sized column widths for immediate readability
Combined vs. By Property
Combined
One file per entity
All properties for a given entity (RWP or RWM) are rolled into a single invoice, with each property shown as its own section. If the filtered view includes both entities, you get two files — one for RiverWest Partners, one for RiverWest Management. Multiple files are bundled into a single ZIP download.
By Property
One file per property
Each property in the filtered view gets its own dedicated invoice. If you have five properties selected, you get five files. Multiple files are bundled into a single ZIP download. Use this when properties need to be invoiced separately.
Entity separation is automatic
RiverWest Partners (RWP) and RiverWest Management (RWM) are always kept in separate invoices — regardless of scope. The entity is determined from the statement each transaction belongs to. You never need to pre-filter by entity.
The entity is also the payee: an RWP invoice bills from — and is payable to — RiverWest Partners, an RWM invoice to RiverWest Management. That name appears in the Bill From block and in the remit line at the foot of the PDF. Only the address beneath it comes from settings, since both entities bill from the same office.
Receipts travel inside the PDF
A per-property PDF invoice carries the receipts backing its lines, appended behind the invoice and listed in a Supporting Receipts index that numbers them in the order the lines appear. Every format the tool accepts is included — JPEG, PNG, WebP, PDF, and HEIC (what iPhones produce). Photos are resized to the resolution the page prints at, which is why a phone-photo invoice is a couple of megabytes rather than thirty.
If a set of receipts still can’t fit inside an emailed attachment — large scanned PDFs are the usual cause — the email carries a link to the complete invoice with every receipt in it, good for 30 days. Anything not in the attachment is named in the Supporting Receipts index, and you get a note at export time.
The invoice reflects exactly what you see.
The Export Invoice button uses the same active filters as the Accounting Export grid. Set your statement period, property filter, employee filter, or any other filter before opening the dialog — only the transactions visible in the grid will appear on the invoice.
Send invoices directly to accounting.
Choosing Email in the delivery section sends the invoice as an attachment to the configured recipients. Each entity gets its own email when combined scope is selected. Recipient email addresses are managed by an admin on the Credit Card Settings page.
Set up recipients
Admin only: Credit Card → Admin → Settings → Export Invoice — Email Delivery. Enter one or more comma-separated addresses. The Email tile appears in the dialog only when at least one address is configured.
Open SettingsEmail tile is greyed out?
The Email delivery option is disabled when no recipient addresses have been saved. Ask your admin to add accounting recipients on the Settings page. Download will always work without any configuration.
What’s on the invoice.
Header block
Invoice number, invoice date, due date (end of statement month), BILL FROM (configured company name), BILL TO (property name or entity name).
GL group headers
Each GL account appears as an indigo header bar showing the GL number and name. A subtotal line closes each GL group.
Lot sub-groups
When a GL account has transactions across multiple lots, sky-blue sub-headers break them out with a sub-subtotal per lot.
Line columns
Employee · Vendor · Description · Lot # · Date · Card Type · Amount. Card Type shows the card network (e.g., Chase, AMEX) alongside the last 4 card digits.
Property sections (combined)
For entity-level invoices, each property is a named section with its own column header and subtotal line. A grand TOTAL DUE closes the document.
Invoice numbering
Single-property: CC-YYYYMM-PROPNAME. Entity-level: CC-YYYYMM-ENTITY.
Ready to run your first invoice?
Head to the Accounting Export page, apply your filters, and click Export Invoice.