Property Rent Accounting

Landlords must invoice rent each month and pass building costs on to tenants fairly. This module manages buildings, units and tenant contracts and generates rent invoices through a monthly scheduled action. It distributes building expenses by rooms, area, volume or a custom key and bills them as extra costs. It plugs into Accounting and Contacts. The benefit is automated, traceable rental accounting.

1. 1

   Create a building

   From Buildings the manager creates a building with default receivable and payable accounts, taxes, rent payment term and administrative expenses percentage. The Accounts tab links the expense accounts to distribute. Billing period dates are set on the building.

   • Fields: Rent Payment Term, Administrative Expenses Percentage
   • Field: Distribute By
2. 2

   Add units

   Units record type, tags, bedrooms, rooms, living area, garden and cost factor. A constraint checks garden area. Status shows Free or Rented and a unit with contracts cannot be deleted.

   • Fields: Unit Type, Living Area, Total Area
   • Search filters: Rented, Free
3. 3

   Create rent contracts

   A Rental Contract links a unit and a tenant with Rent From, Rent To, Monthly Rent, Monthly Extra Costs and Lump Sum Costs. Date constraints prevent invalid or overlapping periods. The tenant account, taxes and payment term are set per contract.

   • Fields: Rent From, Rent To, Monthly Rent
   • Button: create invoice
4. 4

   Generate monthly rent invoices

   The scheduled action Monthly Rent Invoices runs each month and creates invoices for active contracts. The Rent Invoices Log records the year, month and whether it was processed or already processed. A menu opens the cron for configuration.

   • Cron: Monthly Rent Invoices
   • Log status: Processed, Already Processed
5. 5

   Distribute building costs

   On the building Additional Costs Billing tab the user presses Calculate to compute each contract share by the chosen key. The share includes administrative expenses. Vacant unit costs are tracked separately.

   • Button: Calculate
   • Keys: rooms, area, volume, custom
6. 6

   Bill the costs

   The Create Invoice button on the building generates cost invoices with their own receivable account, taxes, payment term and Direct Post option. Administrative fees are a separate line. Invoices appear under the Finance menus.

   • Button: Create Invoice
   • Option: Direct Post
7. 7

   Analyse and control access

   The Property Analysis graph and the unit pivot show the portfolio results. A record rule restricts non-shared records to the company. Chatter tracks changes on units, buildings and contracts.

   • Graph and pivot views
   • Company record rule

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