Indexation and charges
Index the rent on its anniversary, spot the review window and draw up the annual service charge statement.
These cards are on the record of a signed lease: Properties and mandates › Leases, then click the lease. Indexation and review and Service charge statement cards.
Indexing the rent
The card shows “Rent in force today: {montant}.”
- Fill in Date of the indexation request (today by default, not in the future).
- Read the simulation: Anniversary, Starting index ({mois}), New index ({mois}), Indexed rent and Due from.
- If nothing is blocking, click Index to {montant} and send the letter.
What happens next:
- the indexation is fixed and applies to the schedule, including instalments already past since the effective date;
- a PDF letter is produced in the language of the first tenant, filed in the property's documents and in the tenant space;
- each tenant with an e-mail address receives “Indexation of your rent — {adresse}”.
The Indexations done history shows each indexation (before → after, anniversary, effective date) and its Letter link.
How the application calculates
| Item | Rule applied |
|---|---|
| Formula | base rent × new index ÷ starting index, rounded to the cent; the base rent is the one in the lease, never a rent already indexed |
| Index | Statbel's health index, base 2025, imported every day |
| Starting index | Brussels and Wallonia: the month before signing; Flanders: the month before the lease starts |
| New index | the month before the anniversary |
| Anniversary | the last anniversary of the lease start at the date of the request; none before one year; at most one indexation per anniversary |
| Effective date | the anniversary, but at the earliest the first day of the third month before the month of the request (requested on 15/03: effective on 01/12 at the earliest) |
What blocks indexation
- “The lease is not registered: in Brussels and Wallonia, no indexation without registration.”
- “In Brussels, indexation requires a valid EPC handed to the tenant.” (a certificate with its class, received, and not expired at the date of the request)
- “In Flanders, a student lease is only indexed if it lasts more than a year.”
- “The lease's first anniversary has not been reached yet.”
- “The rent is already indexed for this anniversary.”
- “Statbel has not published this month's health index yet.”
Special cases: manual entry
In four cases, the application does not calculate the rent itself. It shows its calculation for information and asks you for the checked amount.
| Case | Warning shown |
|---|---|
| Brussels, lease concluded before 14/10/2022, EPC E, F or G | a correction factor may apply |
| Wallonia, lease concluded before 01/11/2022, EPC D to G or no certificate | the 2022-2023 cap may have changed the base |
| Flanders, main residence started before 01/10/2022, EPC D, E, F or no EPC | a correction applies |
| Flanders, request made after the month of the anniversary | the index to use is disputed |
- Open the Official calculator (Statbel) link and calculate the rent.
- Fill in Checked indexed rent (€).
- Fill in Justification (at least 10 characters). It appears in the letter.
- Click Index to {montant} and send the letter.
The history marks these indexations “amount entered”.
Review at the end of a three-year period
For a 9-year lease, the card shows: “Review possible at the end of the three-year period ({fin}): agreement between {du} and {au}, court until {juge}.”
- End of each three-year period: the lease start plus 3, 6 or 9 years, the day before.
- Agreement possible between 9 months and 6 months before that end; recourse to the court until 3 months before.
This is for information: the application does not calculate a revised rent.
Reminders
For a managed lease (see Rent), the agent in charge of the mandate receives tasks:
- “Index the rent (anniversary on {date})”, 30 days before the anniversary;
- “Rent review possible (end of three-year period on {date})”, 30 days before the agreement window opens. This one is closed by hand;
- “Send the service charge statement (period ended on {date})”, for a lease with advance payments.
Tasks move to high priority 7 days before their due date.
The service charge statement
The Service charge statement card only exists for a signed lease whose charges are set to Advance (yearly statement). A lease with fixed charges has no statement.
Before one year of lease: “The first statement is drawn up after one year of lease.”
- Click Open the statement from {du} to {au}. The period is the year ending the day before the lease's last anniversary (moved in on 01/10/2025: from 01/10/2025 to 30/09/2026).
- For each cost, fill in Cost and Amount (€). Click Add a line to add more.
- Outside management, fill in Advance payments made. Under management, they are calculated “(from the payments received)”.
- Click Upload a supporting document for each invoice (PDF or image, 20 MB at most).
- Click Save.
- Click Send the statement.
The card shows the Total actual costs, the Advance payments made and the Balance: “to be paid by the tenant” or “to be refunded to the tenant”.
- Send the statement stays inactive as long as a change has not been saved (“Save before sending.”) or there are no lines.
- An amount can be negative (a rebate, for example). 60 lines at most.
- Opening the statement twice gives the same one.
The calculation
- Balance = total costs − advance payments made.
- Under management, a month's advance payment made is the charges part actually paid: whatever exceeds the rent, up to the charges provided for. It is recalculated at the time of sending.
Deadlines
| Region | What the card shows |
|---|---|
| Brussels | “Brussels: to be sent by {date} at the latest (twelve months after the period).” |
| Brussels, period started more than 5 years ago | “Brussels: charges older than five years can no longer be claimed.” |
| Wallonia, Flanders | “Reminder set for {date}.” (3 months after the period; this is not a legal deadline) |
The Brussels five-year warning does not prevent sending.
What happens on sending
- the statement is fixed;
- under management, a non-zero balance is added to the following month's instalment, and payments are reallocated;
- a PDF is produced in the language of the first tenant, filed with its supporting documents in the property's documents and in the tenant space;
- each tenant with an e-mail address receives “Service charge statement — {adresse}”;
- the card shows the period, the amounts, “sent on {date}” and the The statement link;
- the “Send the service charge statement” reminder closes.