Rent

Put a lease under management, follow the schedule, record or import payments, let reminders go out, pay over to the owner and open the tenant's space.

Management is set lease by lease, in the Rent management card on the lease record. The Properties and mandates › Rent page is used to import bank statements and to see all managed leases.

Putting a lease under management

The Rent management card appears on a signed lease.

1. Tick Managed lease: the agency tracks the rent.
2. Fill in Due day (from 1 to 31; 1 by default).
3. Fill in Management fees (%) (from 0 to 30%, or empty).
4. Fill in Account the tenant pays into (IBAN): the account whose statements you will import.
5. Give the tenant the Reference to give the tenant (+++xxx/xxxx/xxxxx+++) and the account.

Each field is saved when you leave it.

• The lease must have a rent and a start date: “The lease needs a rent and a start date.”
• On first activation, the application draws a structured reference that is unique within the agency. It never changes.
• A due day that does not exist in a month (31 in February, for example) is brought back to the last day of the month.

The schedule

The Schedule shows one row per month, from the most recent to the oldest: “{mois} · {montant} · due on {date}”, with a To pay, Partial or Paid badge. A past, unpaid instalment is in red.

Above it: “{montant} still due today.” or “Rent is up to date.”, and where applicable “{montant} paid in advance”.

How the schedule is calculated:

• one instalment per month, from the month the lease starts up to the current month, never beyond the end of the lease;
• rent is paid in advance, on the due day; the first month is not due before the move-in day;
• the first and last incomplete months are counted pro rata to the days occupied;
• the amount is the rent plus the charges, plus a charges adjustment if there is one;
• an indexation applies to instalments due from its effective date, even past ones;
• a recorded notice stops the schedule at the end of the lease.

The schedule extends by itself, every day early in the morning, from one month to the next.

Recording a payment by hand

1. In Payments received, fill in Received on (not in the future), Amount (€) and, if needed, Note (optional).
2. Click Add the payment.

• The amount ranges from €0.01 to €100,000.
• Payments first settle the oldest debt, rent before charges. Any surplus stays “paid in advance”.
• Each payment shows its source: “entered by hand”, “CODA statement” or “CSV statement”.
• A payment entered by hand is removed with Remove. A payment read from a statement cannot be removed: “A payment read from a statement cannot be removed; assign it to another lease from the Rent page.”

Importing a bank statement

1. Open Properties and mandates › Rent.
2. In Import a bank statement, click Choose the statement.
3. Choose the statement of the account the rent is paid into, in CODA or CSV format (5 MB at most).
4. Read the summary: “{lus} lines read: {nouveaux} new payments, {rapproches} matched, {aRapprocher} to match; {ignores} debits or lines ignored.”

• Only credits become payments. Debits are ignored.
• A payment that carries the structured reference of a managed lease goes to that lease.
• Importing the same statement twice, or two overlapping statements, duplicates nothing.
• A CSV is read with the separator “;” or “,”. Its columns are recognised by their name (date, amount, reference, counterparty), in French, Dutch or English.
• An unreadable file shows “This statement could not be read (CODA or CSV expected).”

Matching the other payments

Payments without a recognised reference appear in the {n} payments to match card: amount, date, counterparty and description.

1. In Assign to the lease, choose the lease.

The payment moves to that lease, which is recalculated straight away.

Managed leases

The Managed leases card lists the managed leases, those most in arrears first: address (link to the lease), tenants, and a “{montant} due ({n} instalments)” or Up to date badge, with the reminder badge if there is one.

Reminders for unpaid rent

Reminders go out by themselves, every day early in the morning, for managed leases.

• Each reminder only goes out once per instalment.
• If the instalment is paid in the meantime, nothing goes out.
• No reminder fees are ever charged.
• The application does not produce the registered letter: the agent sends it. The task closes when the instalment is paid.

Paying over to the owner

The Payments to the owner block calculates what is owed to the owner: “To pay over: {encaisse} received, less {honoraires} in fees on the rent part, i.e. {net}.”

1. Make the transfer from your bank.
2. Fill in Paid over on (not in the future) and, if needed, Transfer reference (optional).
3. Click Mark {net} as paid over.

• Management fees are taken only on the rent part received, never on the charges.
• The amount is calculated, not entered. Nothing is paid over twice.
• An advance payment is paid over once its instalment falls due.
• The application does not make the transfer: it records that it has been made.
• The owner sees the schedule, the payments over and the documents in their space.

The tenant space

The Tenant space block shows each tenant, with “access sent”, “last visit on {date}” or “no email address on their record”.

1. Click Send their access (or Resend the link).

The tenant receives the e-mail “Your tenant space — {adresse}”, with the Open my space button.

• The tenant's record needs an e-mail address: “This tenant has no email address.”
• The link remains valid until 3 months after the end of the lease, or 12 months if the end of the lease is not known.
• Revoke access deactivates the link straight away.

There the tenant sees their lease, their schedule and payments, and their documents (signed lease, signed inventories, indexation letters, service charge statements, landlord's notice letters, deposit release agreements). They never see the fees or the payments to the owner. See The tenant space.