From Rent Roll to Ledger: Connecting Cases to QuickBooks, Xero and NetSuite
The rent table on a tenancy case already knows who owes what. The accounting integration lets it say so to the books — and hear back.
Every property manager we know runs two systems: one that knows about tenancies and one that knows about money. Rent raised in the first is typed into the second. Payments received in the second are typed back into the first. The two drift, and the monthly reconciliation exists to find out by how much.
What the integration does
Herarx connects to QuickBooks Online, Xero and NetSuite. A connection is made once per company file in Settings → Integrations (OAuth sign-in for QuickBooks and Xero; account ID, keys and certificate for NetSuite). Then two things are set up:
- Entity links — the Tenant contact in Herarx is paired with the customer record in the books; the "Rent" item, the bank account, the tax rate, the subsidiary. Link one by one, or import in bulk with a preview before commit.
- Posting mappings on the template — a row in the rent table becomes an invoice; a row in the payments table becomes a customer payment; a generated document becomes a bill or a credit note.
Posting
When a rent period row is due, post it. The invoice is created in the books with the customer, the item, the amount, the date and the due date from the row; the row records the book's own invoice number, and the generated PDF carries that number. Re-posting replaces lines rather than duplicating; a rejected post hands its number back.
Payments go the other way. A payment row can pick which invoices it settles — a NetSuite-shaped table of the customer's open invoices, capped at the money received — or let the books apply it automatically.
Reading back
The connection also reads. The tenancy case shows the customer's open invoices from the books, including ones raised before Herarx existed; the ledger frame shows charges, payments and a balance brought forward per case; a customer statement can be generated per tenant across every case they appear in — several tenancies, one statement.
Buildings and units
For a building with many units, the building case rolls up the sub-cases: total rent raised, total received, balance across the block, owner payouts calculated from the roll-up. The statement of account for the owner comes from the building; the statement for a tenant comes from the unit.
Who gets it
Accounting is a Max feature in the personal workspace and a role toggle in organisations. Currencies must be enabled in the accounting organisation itself, and the books remain the source of truth for money — Herarx posts and reads; it does not keep its own general ledger.
