For each tenancy, the Payments and the Payment Notices are generated automatically in the Finance section on the 1st of each month, unless specified otherwise. You can decide to generate them before this date by changing the default tenancy settings.
Once you’ve marked a rent as Paid in Finance, the Notice is changed to an Invoice – or a Receipt, depending on what you choose in the tenancy settings (in Tenancies > Edit Tenancy > RECEIPTS tab).
In case of Partial payment, the document will change to Invoice / Receipt, once the full payment is completed (or the tenant balance is 0 or positive).
Create a rent notice/invoice manually
You can do so from the Finance section by creating a payment (Add Revenu button) of type Rent.
Rents and Creation Dates
The automatic rent generation date is set by default on the 1st of each month. You can change this date in the Tenancy settings (in Tenancies > Edit Tenancy > General Info tab).
When you create a tenancy you can set up the creation of the payment as D+X or D-X where X is the number of days. So, if you choose D-5, the payments and the payment notice will be generated 5 days before the due date. E.g. for a tenancy from the 1st to the 30th of April, the payment will be generated on the 26th of March.
Document title : Rent receipt or Invoice
When a tenancy is created, in the Rent receipt tab, you can choose between the labels Rent Receipt or Invoice for the payment receipt.
You can activate a numbering for the Invoices. The numbering can be:
- Distinct, unique for the tenancy;
- Global for the landlord;
Good to know
The invoices follow one another automatically. If you want to start from a specific number, please find the last payment generated in the Finances section and enter this number in the field provided. The next rent will be generated with an incremented number.
For commercial tenancies with VAT, the option Invoice is defined by default.
Record a payment
You can record one or multiple payments for a rent in the Finance section. You can do this by using the dropdown menu on the right next to the rent item (Record a payment).
Each payment is attributed to the period in which it is registered. For example, if you record the December 2017 payment the following January, this payment will be attributed to the January 2018 balance.
Sending Payment Notices / Invoices
The tenants who have access to Rentila receive the Payment Notice via email by default (this option can be activated or switched off from the Tenancy section). The automatic email includes a link to download the document.
Once a payment is marked as Paid in the Finance Section, you can also click on the Send Notice action on the right. Rentila will send an email with the link to download the document.
Alternatively you can download the document and send it from your email or even print it and send it by post.
Customise Notices, Invoices, Receipts
You can replace the Rentila’s logo with your own and add a scanned signature in the My Account section, My profile.
If you have more than one landlord in the Multi-owner section, you can replace the logo and add a scanned signature for each of them.
Good to know
As soon as the tenant has paid the rent and all service charges due, the landlord is required to give him a rent receipt if it has been requested by the tenant. This document certifies that the tenant pays his rent regularly.
The rent receipt must have the following information written:
- the information related to the property rented
- the tenant’s information
- the landlord’s information
- the payment period
- the total amount and payment details (rent amount, service charge amount…)