Document Generation¶
Credence can automatically generate and populate Documents from data within the system. This is done by populating a specified Template file with related data pulled from the Credence database.
Notes:
- Templates should be Microsoft Word files of type .docx or .doc.
- A template can be set as the default template to use for a given portfolio. For example, you can set a default Rent Invoice template that will be used to charge rent for all properties within the portfolio.
- Owning-entity fields come from the property's parent legal entity.
- Annual rent figures use per-period amount × (12 ÷ months in the rent cadence).
- Generic charge lists use charges, non_tax_charges, and tax_charges for every supported document type.
Populating a Template¶
The lists below cover all template variables available in .docx templates for documents generated within Credence. Wrap each variable name in double curly braces: e.g. {{invoice_id}}.
For list variables (charges, etc.), use the following loop syntax:
{% for charge in charges %}
{{ charge.name }} — {{ charge.amount }}
{% endfor %}
Example: Tenant information within a Template¶
| Template Input | Document Output |
|---|---|
{{tenant}}{{tenant_city}} {{tenant_zip}}, {{tenant_country}} |
Tenant Name Richmond 23235, US |
Example: Receivable Charge Item information within a Template¶
| Template Input | Document Output |
|---|---|
{% for charge in charges %}{{charge.account}} for {{charge.amount}}{% endfor %}_____{{total_amount}} |
4000 - 0001 Rental Income for 5,000.00 1000 - 0001 CAM / Service Charge for 835.50 _____ 5,835.50 |
All Documents¶
| Database Value | Template Variable Name |
|---|---|
| Today's Date (the date the document is generated) | {{today}} |
| Document generation timestamp | {{as_of}} |
Property¶
| Database Value | Template Variable Name |
|---|---|
| Property Name | {{property_name}} |
| Property Reference ID | {{property_ref_id}} |
| Property Address (Line 1) | {{property_address}} |
| Property Address (Line 2) | {{property_address2}} |
| Property Address (Line 3) | {{property_address3}} |
| Property City | {{property_city}} |
| Property State / Region | {{property_state}} |
| Property Zip / Postal Code | {{property_zip}} |
| Property Country | {{property_country}} |
| Property Registration Number | {{property_registration_number}} |
| Property Tax ID | {{property_tax_id}} |
| Property VAT ID | {{property_vat_id}} |
| Property VAT / Sales Tax Rate | {{property_vat_rate}} |
| Property ISO Currency Code | {{property_currency}} |
| Owning Entity Name | {{owning_entity_name}} |
| Owning Entity Reference ID | {{owning_entity_ref_id}} |
| Owning Entity Address (Line 1) | {{owning_entity_address}} |
| Owning Entity Address (Line 2) | {{owning_entity_address2}} |
| Owning Entity Address (Line 3) | {{owning_entity_address3}} |
| Owning Entity City | {{owning_entity_city}} |
| Owning Entity State / Region | {{owning_entity_state}} |
| Owning Entity Zip / Postal Code | {{owning_entity_zip}} |
| Owning Entity Country | {{owning_entity_country}} |
| Owning Entity Registration Number | {{owning_entity_registration_number}} |
| Owning Entity Tax ID | {{owning_entity_tax_id}} |
| Owning Entity VAT ID | {{owning_entity_vat_id}} |
| Owning Entity VAT / Sales Tax Rate | {{owning_entity_vat_rate}} |
| Owning Entity ISO Currency Code | {{owning_entity_currency}} |
Banking¶
Bank fields are available for receivable invoices, rent adjustment notifications, indexation notifications, lease abstracts, purchase orders, service contracts, and change orders. Lease documents use the nearest rent bank account in the property's hierarchy. Vendor documents use the nearest general bank account for the first charge property and prefer the contract currency. Change-order documents use the same bank account as the parent purchase order.
| Database Value | Template Variable Name |
|---|---|
| Bank Account Name | {{bank_account}} |
| Bank Account Number (ACH or last 10 of IBAN) | {{bank_account_number}} |
| ACH Routing Number | {{bank_account_routing_number}} |
| Full IBAN | {{bank_account_iban}} |
| BIC / SWIFT Code | {{bank_account_bic}}{{bank_account_swift}} |
| IBAN Bank Identifier Segment (digits 5–8) | {{bank_number}} |
| Bank Institution Name (Plaid) | {{bank_account_institution}} |
Tenant¶
| Database Value | Template Variable Name |
|---|---|
| Tenant Display Name | {{tenant}} |
| Tenant Reference ID | {{tenant_ref_id}} |
| Tenant Address (Line 1) | {{tenant_address}} |
| Tenant Address (Line 2) | {{tenant_address2}} |
| Tenant Address (Line 3) | {{tenant_address3}} |
| Tenant City | {{tenant_city}} |
| Tenant State / Region | {{tenant_state}} |
| Tenant Zip / Postal Code | {{tenant_zip}} |
| Tenant Country | {{tenant_country}} |
| Tenant Registration / Company Number | {{tenant_registration_number}} |
| Primary Contact Name | {{tenant_contact_name}} |
| Primary Contact Email | {{tenant_contact_email}} |
| Primary Contact Address (Line 1) | {{tenant_contact_address}} |
| Primary Contact Address (Line 2) | {{tenant_contact_address2}} |
| Primary Contact Address (Line 3) | {{tenant_contact_address3}} |
| Primary Contact City | {{tenant_contact_city}} |
| Primary Contact State / Region | {{tenant_contact_state}} |
| Primary Contact Zip / Postal Code | {{tenant_contact_zip}} |
| Primary Contact Country | {{tenant_contact_country}} |
Receivables¶
Invoice Fields¶
| Database Value | Template Variable Name |
|---|---|
| Invoice / Receivable Reference Number | {{invoice_id}}{{invoice_number}} |
| ISO Currency Code | {{receivable_currency}} |
| Accounting Period (YYYY-MM) | {{receivable_period}}{{accounting_period}} |
| Accounting Period Start Date | {{receivable_period_start_date}} |
| Accounting Period End Date | {{receivable_period_end_date}} |
| Invoice Sent Date | {{invoice_date}}{{sent_date}} |
| Payment Due Date | {{due_date}} |
| Net Amount (excluding tax) | {{net_amount}} |
| Tax / VAT Amount | {{tax_amount}} |
| Grand Total | {{total_amount}} |
Lease (Lean Context)¶
| Database Value | Template Variable Name |
|---|---|
| Lease Reference ID | {{lease_ref_id}} |
| Lease Start Date | {{lease_start_date}} |
| Lease End Date | {{lease_end_date}} |
| Comma-Separated Unit Names | {{lease_unit_names}} |
Receivable Charge Items¶
Charges are available in two forms: condensed by name and per-RCI (one entry per line item, use when line-level detail is needed).
Condensed lists (RCIs aggregated by name):
| Database Value | Template Variable Name |
|---|---|
| All charges (condensed by name) | {{charges}} |
| Non-tax charges (condensed by name) | {{non_tax_charges}} |
| Tax / VAT charges (condensed by name) | {{tax_charges}} |
Per-RCI lists (one entry per receivable charge item):
| Database Value | Template Variable Name |
|---|---|
| All charges (one per RCI) | {{charges_by_account}} |
| Non-tax charges (one per RCI) | {{non_tax_charges_by_account}} |
| Tax / VAT charges (one per RCI) | {{tax_charges_by_account}} |
Charge item fields (accessible via dot notation inside a loop):
| Database Value | Template Variable Name |
|---|---|
| Charge Name | {{charge.name}} |
| Charge Description | {{charge.description}} |
| Formatted Amount | {{charge.amount}} |
| Expense Account | {{charge.account}} |
| Is Tax / VAT Charge | {{charge.is_tax_charge}} |
Indexation Notifications¶
Lease Indexation Fields¶
| Database Value | Template Variable Name |
|---|---|
| Lease Reference ID | {{lease_ref_id}} |
| Lease Start Date | {{lease_start_date}} |
| Lease End Date | {{lease_end_date}} |
| Comma-Separated Unit Names | {{lease_unit_names}} |
| Index Name (e.g. Danish CPI) | {{lease_index_name}} |
| Original Index Date | {{lease_index_date}} |
| Next Scheduled Index Date | {{lease_next_index_date}} |
| Index Cadence Display Label | {{lease_index_cadence}} |
| Minimum Indexation Constraint | {{lease_index_min}} |
| Maximum Indexation Constraint | {{lease_index_max}} |
| Fraction of Index Applied | {{lease_index_percentage}} |
| Index Lag in Months | {{lease_index_month}} |
Indexation Results¶
| Database Value | Template Variable Name |
|---|---|
| Can Indexation be Performed | {{can_index}} |
| Date Indexation Takes Effect | {{effective_index_date}} |
| Index Period Used for Calculation (YYYY-MM) | {{applicable_index_period}} |
| Prior Index Period (YYYY-MM) | {{previous_index_period}} |
| Current Index Value | {{applicable_index_value}} |
| Prior Index Value | {{previous_index_value}} |
| Rate Change as Decimal (e.g. 0.03 = 3%) | {{indexed_rate_change}} |
| Rate Change as Formatted Percentage | {{indexed_percent_change}} |
| Period Selected for Indexation | {{period_to_perform_indexation}} |
| Change in Index Value | {{change_in_index_value}} |
| New Per-Period Rent Amount | {{new_rent_amount}} |
| New Annualized Rent Amount | {{new_annual_rent_amount}} |
| Annualized Rent Adjustment | {{annual_adjustment_amount}} |
| Previous Security Deposit | {{previous_security_deposit}} |
| New Security Deposit | {{new_security_deposit}} |
| Security Deposit Adjustment | {{security_deposit_adjustment_amount}} |
Annualized rent equals the per-period rent multiplied by 12 ÷ months in the rent cadence.
Rent Charges¶
| Database Value | Template Variable Name |
|---|---|
| All lease charges | {{charges}} |
| Non-tax lease charges | {{non_tax_charges}} |
| Tax / VAT lease charges | {{tax_charges}} |
| Lease charges condensed by description | {{charges_by_description}} |
| Current rent and free-rent charges (list) | {{rent_charges}} |
| Total of those rent charges | {{current_net_rent}} |
rent_charges and current_net_rent include rent and free rent only. Security deposit amounts are provided separately when indexation calculates deposit adjustments.
Indexation notifications can also use the property, tenant, and bank fields.
Charge item fields (accessible via dot notation inside a loop):
| Database Value | Template Variable Name |
|---|---|
| Charge Name | {{charge.name}} |
| Charge Description | {{charge.description}} |
| Formatted Amount | {{charge.amount}} |
| Charge Start Date | {{charge.start_date}} |
| Charge End Date | {{charge.end_date}} |
| Expense Account | {{charge.account}} |
| Is Tax / VAT Charge | {{charge.is_tax_charge}} |
| Charge Type | {{charge.type}} |
| Charge Cadence | {{charge.cadence}} |
| Annualized Amount | {{charge.annual_amount}} |
| Annualized Amount per Unit Area | {{charge.per_area_rate}} |
| Total Associated Unit Area | {{charge.unit_area}} |
| Associated Unit Names | {{charge.unit}} |
| Head Lease or Amendment Label | {{charge.amendment}} |
Rent Adjustment Notifications¶
| Database Value | Template Variable Name |
|---|---|
| Period in which rent is adjusted | {{period_of_adjustment}} |
| Previous per-period rent amount | {{previous_rent_amount}} |
| New per-period rent amount | {{new_rent_amount}} |
| Per-period adjustment amount | {{adjustment_amount}} |
| Adjustment rate | {{adjustment_percentage}} |
| Previous annualized rent amount | {{previous_annual_rent_amount}} |
| New annualized rent amount | {{new_annual_rent_amount}} |
| Annualized adjustment amount | {{annual_adjustment_amount}} |
Annualized rent equals the per-period rent multiplied by 12 ÷ months in the rent cadence.
Rent adjustment templates can also use the canonical lease, property, tenant, and bank fields. Their lease charge collections use charges, non_tax_charges, tax_charges, and charges_by_description.
Lease Abstracts¶
Lease abstracts can use the canonical lease, property, tenant, and bank fields.
Lease Fields¶
| Database Value | Template Variable Name |
|---|---|
| Lease Reference ID | {{lease_ref_id}} |
| Lease Type | {{lease_type}} |
| Lease Status | {{lease_status}} |
| Execution Status | {{lease_execution_status}} |
| Lease Start Date | {{lease_start_date}} |
| Lease End Date | {{lease_end_date}} |
| Rent Commencement Date | {{lease_rent_commencement_date}} |
| Lease Execution Date | {{lease_execution_date}} |
| Comma-Separated Unit Names | {{lease_unit_names}} |
| Security Deposit Amount | {{lease_security_deposit}} |
| Leased Area | {{lease_leased_area}} |
| Number of Parking Spaces | {{lease_parking_spaces}} |
| Landlord Name | {{lease_landlord}} |
| Guarantor Name | {{lease_guarantor}} |
Lease Charges¶
Canonical lease charge lists are available alongside derived CAM and free-rent collections.
| Database Value | Template Variable Name |
|---|---|
| Rent charges (list) | {{rent_charges}} |
| All lease charges (list) | {{charges}} |
| Non-tax lease charges | {{non_tax_charges}} |
| Tax / VAT lease charges | {{tax_charges}} |
| Lease charges condensed by description | {{charges_by_description}} |
| CAM charges | {{cam_charges}} |
| CAM charge summary | {{cam_summary}} |
| Free-rent charges | {{freerent_charges}} |
| Free-rent charge summary | {{freerent_summary}} |
Charge item fields (shared by the universal and semantic charge lists):
| Database Value | Template Variable Name |
|---|---|
| Charge Name | {{charge.name}} |
| Charge Description | {{charge.description}} |
| Formatted Amount | {{charge.amount}} |
| Charge Start Date | {{charge.start_date}} |
| Charge End Date | {{charge.end_date}} |
| Expense Account | {{charge.account}} |
| Is Tax / VAT Charge | {{charge.is_tax_charge}} |
| Charge Type | {{charge.type}} |
| Charge Cadence | {{charge.cadence}} |
| Annualized Amount | {{charge.annual_amount}} |
| Annualized Amount per Unit Area | {{charge.per_area_rate}} |
| Total Associated Unit Area | {{charge.unit_area}} |
| Associated Unit Names | {{charge.unit}} |
| Head Lease or Amendment Label | {{charge.amendment}} |
Vendor Contracts¶
Vendor document generation supports Purchase Order and Service Contract templates.
Contract Fields¶
| Database Value | Template Variable Name |
|---|---|
| PO / Contract Reference Number | {{contract_ref_id}} |
| Contract Display Name | {{contract_name}} |
| Contract Description | {{contract_description}} |
Contract Type Key (PO or SC) |
{{contract_type}} |
| Contract Type Display Label | {{contract_type_display}} |
| Date Contract Was Executed | {{contract_executed_date}} |
| Earliest Charge Start Date | {{contract_start_date}} |
| Latest Charge End Date | {{contract_end_date}} |
| ISO Currency Code | {{contract_currency}} |
| Net Amount (excluding tax) | {{net_amount}} |
| Tax / VAT Amount | {{tax_amount}} |
| Grand Total | {{total_amount}} |
Vendor Fields¶
| Database Value | Template Variable Name |
|---|---|
| Vendor Company Name | {{vendor_name}} |
| Vendor Reference ID | {{vendor_ref_id}} |
| Vendor Address (Line 1) | {{vendor_address}} |
| Vendor Address (Line 2) | {{vendor_address2}} |
| Vendor Address (Line 3) | {{vendor_address3}} |
| Vendor City | {{vendor_city}} |
| Vendor State / Region | {{vendor_state}} |
| Vendor Zip / Postal Code | {{vendor_zip}} |
| Vendor Country | {{vendor_country}} |
| Default Payment Terms | {{vendor_payment_terms}} |
| Primary Contact Name | {{vendor_contact_name}} |
| Primary Contact Email | {{vendor_contact_email}} |
| Primary Contact Address (Line 1) | {{vendor_contact_address}} |
| Primary Contact Address (Line 2) | {{vendor_contact_address2}} |
| Primary Contact Address (Line 3) | {{vendor_contact_address3}} |
| Primary Contact City | {{vendor_contact_city}} |
| Primary Contact State / Region | {{vendor_contact_state}} |
| Primary Contact Zip / Postal Code | {{vendor_contact_zip}} |
| Primary Contact Country | {{vendor_contact_country}} |
Vendor contracts can also use the property and bank fields. Bank selection uses the first charge property's hierarchy.
Vendor Charges¶
| Database Value | Template Variable Name |
|---|---|
| All charge line items | {{charges}} |
| Non-tax charges only | {{non_tax_charges}} |
| Tax / VAT charges only | {{tax_charges}} |
Charge item fields (accessible via dot notation inside a loop):
| Database Value | Template Variable Name |
|---|---|
| Charge Name | {{charge.name}} |
| Charge Description | {{charge.description}} |
| Formatted Amount | {{charge.amount}} |
| Charge Start Date | {{charge.start_date}} |
| Charge End Date | {{charge.end_date}} |
| Expense Account | {{charge.account}} |
| Associated Property Name | {{charge.property_name}} |
| Associated Property Address | {{charge.property_address}} |
| Associated Unit | {{charge.unit}} |
| Associated Lease | {{charge.lease}} |
| Is Tax / VAT Charge | {{charge.is_tax_charge}} |
Change Orders¶
Change-order document generation uses a Change Order template. It is available from More Actions on an approved change order. The generated PDF is stored on the change order.
The template also receives the parent purchase order's contract, vendor, property, and bank fields, including that purchase order's current charge lists. Bank selection follows the parent purchase order.
Change Order Fields¶
| Database Value | Template Variable Name |
|---|---|
| Change Order Number | {{change_order_number}} |
| Change Order Date | {{change_order_date}} |
| Reason | {{change_order_reason}} |
| Notes | {{change_order_description}} |
| Status | {{change_order_status}} |
| Total Net Change | {{total_change_amount}} |
Change Lines¶
| Database Value | Template Variable Name |
|---|---|
| Change lines | {{changes}} |
Loop with {% for charge in changes %}.
| Database Value | Template Variable Name |
|---|---|
| Change Type | {{charge.change_type}} |
| Description | {{charge.description}} |
| Property Name | {{charge.property_name}} |
| Project or Job | {{charge.project}} |
| Cost Code | {{charge.cost_code}} |
| Expense Account | {{charge.account}} |
| Net Change | {{charge.change_amount}} |
| Charge Total After This Change Order | {{charge.new_amount}} |
New amount is the charge total after this change order. For a new line, that is the amount added. For an adjusted line, it is the charge's current amount minus later approved change orders on that same charge. Rejected and draft change orders are not subtracted. Net change is the amount stored on this line.