Tenancies, leases & payments

A tenancy links a tenant to a unit. Leases set rent, start and end dates, and billing frequency. Use this area to record offline payments and issue receipts.

Create a tenancy

1. Open a vacant unit and choose Add Tenant.
2. Enter tenant details (name, email, phone, and any profile fields your workspace requires).
3. Set the first lease:
   • Start date
   • Lease duration in rent billing units (years, months, weeks, or days). The end date is calculated for you.
   • Rent amount and rent billing frequency
4. Optionally turn on Automatic rent increase (see below).
5. Optionally add one-off initial charges (for example a deposit).
6. Optionally turn on Allow payment beyond lease end (see Holdover).
7. Save.

If publish approval is required or the property is still a draft, the tenancy may save as a draft. Publish it when the tenant should get access. You can delete a draft that was never published.

Open Tenancies anytime to filter by status, property, unit, or leases expiring soon.

Automatic rent increase

Turn on Automatic rent increase when rent should rise by a fixed percentage on a schedule. Owed amounts, online checkout, recorded payments, and reports then use the correct rent for each billing period.

When you create a tenancy, propose a new lease, or edit a draft lease:

1. Turn on Automatic rent increase.
2. Enter the increase percentage (example 10 for 10%).
3. Set Increase every to how many billing periods pass between increases (matching the lease’s rent billing frequency).
4. Choose Simple (each increase is a percentage of the starting rent) or Compound (each increase is a percentage of the current rent).
5. Review the on-screen preview, then save.

Increase terms on an active lease are fixed. To change them later, create a new follow-on lease (or edit the draft before activation). A new lease’s rent is a fresh starting base; prior increases are not stacked.

Extend or propose a new lease

On the tenancy or unit’s Current Tenant card, use Extend/Create Lease.

Extend the current lease

Turn Extend current lease on. Enter how many billing periods to add. The active lease end date moves forward. No tenant acceptance is required. Extending an escalated lease keeps the same increase terms.

Propose a new lease

Turn Extend current lease off to propose a new lease (new rent, dates, duration, optional automatic increase, documents, and notes).

1. Set start date, duration (end date is calculated), rent, and any increase terms.
2. Set Accept by. The tenant must accept before the new lease start date.
3. Save. The proposal appears for the tenant on their dashboard and tenancy page.

You can have only one proposed lease at a time. While a proposal exists, Extend/Create Lease is hidden until you edit or delete that proposal.

Edit or delete a proposal

Before the tenant accepts:

• Edit proposed lease to change terms, accept-by, or increase schedule.
• Delete to remove it.

After the tenant accepts, terms are locked. Use Activate when ready.

Tenant acceptance and activation

1. The tenant Accepts by the accept-by date. Past the deadline without accept, the proposal is no longer actionable.
2. After accept, status is awaiting activation. On the unit’s Current Tenant card, choose Activate once the current lease has expired (until then you may see Waiting for current lease to expire). Accepted proposals can also activate automatically after the start date.

For the tenant view, see Proposed leases.

Holdover (pay beyond lease end)

On Add Tenant or Edit Tenant, turn on Allow payment beyond lease end when the tenant may continue paying after the lease end date.

When this is on:

• The tenant can pay rent periods after the lease end.
• Paid periods extend the lease and tenancy end dates to match what was paid.

Leave it off when rent must stop at the lease end.

Manage a tenancy

On the tenancy page you can:

• See Paid up to (how far rent coverage currently reaches)
• Edit tenant information (including enabled profile fields)
• Extend or create leases, and manage proposed leases as above
• Add one-time and/or recurring charges; mark charges paid, or deactivate a recurring schedule
• Terminate the tenancy (sets the end date to today and marks the unit vacant)

Record rent payments

Use Record Rent Payment (tenancy page or Quick Add) when rent arrived outside online checkout.

1. Enter the amount received (full or partial).
2. Set payment date and method. Add a reference or notes if useful.
3. Review the Preview before saving. It shows how the amount will be distributed across outstanding rent periods (including any automatic increases).
4. If a surplus warning appears, that leftover amount is not recorded. Extend the lease, enable holdover, or adjust the amount if you need the full sum applied.
5. Click Record payment only when the preview looks correct.

Mark charge payments from the same tenancy. Paying a recurring charge advances its next due date.

Receipts

Use Issue Receipt for payments that still need one. Turn on automatic online receipts in Account settings if you want online checkouts to generate receipts automatically.

See also the Payments overview.