Rents, Invoice and Payment Notices

Rent creation

For each tenancy agreement, rent payments and payment notices are automatically generated on the first day of the month by default, unless otherwise indicated. You have the option to set the date on which you wish to generate the notice and rent, by adding a delay in days before the rent receipt date. This option can be configured in the tenancy file.

Rent periodicity

The rent periodicity (by default, the 1st) defines the tenancy period, and this configuration is carried out in the tenancy file. For example, if you choose the 1st of the month, the period on the rent receipt will be from the 1st to the last day of the current month. If you choose the 15th of the month, the period will be from the 15th to the 14th of the following month.

Rent creation date

The rent generation date determines when the corresponding line appears in the Finances section. For example, if you choose D-6, the payments and the payment notice will be generated 6 days before the due date. This configuration is also carried out in the tenancy file.

Payment date

The payment date in the tenancy file indicates the date by which the tenant must pay the rent (by default, the 1st of the month). This date is used to determine if a rent is late. The system will mark a rent as “Late” 7 days after the payment date. For example, if the rent payment date is the 6th, it will be marked as “Late” after the 13th.

Document title: due notice, rent receipt and invoice

Once the rent is marked as “Paid”, the document becomes a “Rent Receipt”.

In the case of partial payment, the document will be a “Rent Receipt”. This document can be converted into a “Rent Invoice” if the landlord records a payment covering the full rent or if the tenant’s balance is zero or positive.

Each rent can be associated with one of the following states:

  • Paid: The tenant has fully paid the rent.
  • Pending: The tenant has not yet paid the rent, but the due date has not yet passed.
  • Late: The tenant has not paid the rent, and the due date has passed.
  • Partial: Only a part of the rent has been paid by the tenant.
  • Unpaid: The rent has not been paid, and it is unlikely to be paid in the future.

Manually create a rent

You can manually create a rent in the Finances section. To do this, add a revenue and choose the type “Rent”, or duplicate an existing rent.

Receipts due and in arrears

Rents and due date notices are generated in advance by default, i.e., at the beginning of the period. You decide when to record the payment and produce the rent receipt.

When creating the tenancy, you can also choose to create rents in arrears, i.e., at the end of the period.

You can also set the rent generation date at the time of creating the tenancy at D+X where X is the number of days. For example: For a receipt date on the 1st, which generates rent from the 1st to the 31st, the ‘D+20’ setting will trigger generation 20 days after the start of the period, around the 21st.

Invoice or rent receipt and numbering

When creating the tenancy, in the “Receipt” tab, you have the option to choose between the label “Rent receipt” or “Invoice” for the payment receipt.

You can activate numbering for invoices. This numbering can be:

  • Distinct, unique for each tenancy agreement;
  • Global for the landlord.

You can also define a prefix (e.g., “INV23-“), and an automatic counter will be added after this prefix.

If you change the prefix in the tenancy, the counter will be reset and will start again from 1. This function is useful when you change the prefix each year, for example “INV2023-“, “INV2024-“.

Good to know

For commercial tenancies with VAT, the “Invoice” option is activated by default.

Invoices are automatically numbered, but if you wish to start with a specific number, find the last payment generated in the Finance section and enter this number in the provided field. The next rent will be generated with an incremented number.

First rent receipt for a partial rent payment

If your tenancy starts on a date other than the 1st of the month, you can set up a first partial rent payment, which does not cover a full month.

You have several options:

  • You can specify this when creating the tenancy by filling in the dedicated fields. The partial rent will then be created at the creation of the tenancy agreement.
  • If a rent has already been generated in the “Finance” section, you can modify it by adjusting the dates and amounts.
  • Another option is to manually add a “Rent” type revenue in the “Finance” section.

Here is the formula to calculate a partial rent payment: Monthly rent / Number of days in the month x Number of days of occupancy.

Alternative address on the receipt

The tenant defaults to the address of the rented property, but there are times when the address on the receipt does not match the address of the rented property.

To indicate an alternative address, follow these steps: go to the “Tenancies” section, modify the relevant tenancy, click on the “Receipts” tab, then select “Receipt Address”. Check the box and enter the tenant’s correspondence address in the appropriate field.

Adding an additional amount to a rent

You can add additional amounts to a rent. These lines can be of two types: “Rent” or “Charge”, such as cleaning, parking, taxes, and other exceptional payments.

To do this, simply provide the information in the “Other Charges” section. You can add them to a rent already generated in the “Finance” section or at the time of creating a rent. If you add them to a rent, these payments will appear on the tenancy agreement and all associated receipts and due date notices.

Recording a Payment

Once the rent is generated in the “Finance” section, you have the option to record one or more payments, whether it’s the tenant’s payment, aid or allowances received directly. To do this, use the “Record a Payment” option available in the action menu on the right.

For each payment or collection recorded, you can enter the following information:

  • The amount,
  • The payer,
  • The means of payment,
  • The date of collection.
Partial Payment or OverpaymentWhen the amounts paid exceed the total cost of the rent, the tenant displays a positive balance, overpayment. In case of insufficient payment, the balance is negative. When recording the payment, you have the option to carry over an overpayment or a negative balance of the tenant on the current tenancy or on the next rent call.

The “Balance deferal” option is available only when the tenant’s account shows a balance, whether it’s positive or negative.

Sending the rent receipt and due date notice

Tenants invited and connected to Rentila

Invited tenants with access to Rentila automatically receive an email notification (this option can be enabled/disabled in the tenancy file) as soon as their rent is generated in the “Finance” section. The email contains a direct link to download the document, the due date notice or the rent receipt.

Once the payment is marked as “Paid” in the “Finance” section, you can manually send the rent receipt using the “Send receipt” action on the right. The system will resend the notification email with the direct download link of the document.

Tenants not connected or without an email address

For tenants who do not have an email address or who do not wish to accept the invitation, you can:

  • Download the document (due date notice or rent receipt) in PDF format and send it by email through your messaging service.
  • Download the document (due date notice or rent receipt) in PDF format and send it by mail.

Customising the rent receipt and due date notice

You can customise the logo and add a signature from the “My Account” section in “My Profile”. If you have multiple owners in the “Multi-owners” section, it is in the profile of each owner where you can customise the logo and signature.

Good to Know

As soon as the tenant has paid the full amount of their rent and charges, the landlord is required to provide them with a rent receipt free of charge, if requested. This document will enable them to prove that they pay their rent regularly, evidence they might need for a housing aid application.

The receipt must include the following information:

  • the details of the concerned property
  • the tenant’s details
  • the details of the landlord or manager
  • the period covered by the payments (generally the same frequency as the rent payment)
  • the amount and detail of the services paid for (rent, charges, aids and allowances received directly…)

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