Tenant departure or change of tenant
End the tenancy and record a departure
To record a tenant leaving, go to the “Tenancies” section, then, on the tenancy concerned, click “End tenancy” (on the right). Fill in the details asked for (departure date, deposit to be returned, final rent receipt, new address), then click “Save”.
Once the departure is recorded, the tenancy is deactivated and the site stops generating rents. The end date of the tenancy is moved automatically to the departure date. You can then archive the tenancy.
A line for returning the security deposit is generated (if the matching fields have been filled in).
If you record the end of the tenancy late, you have to delete the rents already generated in the “Finance” section by hand.
Careful!
Deleting the tenancy deletes every financial transaction attached to it.
It is better not to delete tenancies, but to archive them.
Remember to create a new tenancy for each new tenant. Do not edit an existing one.
Final rent
The final rent, if it is a part month, should be created by hand or entered in the “End tenancy” form.
If the rent has already been recorded in the “Finance” section, you can edit the matching line, adjusting the dates and the amounts, and save your changes. If it has not, you can create a new income entry.
Here is the formula for a part-month rent: monthly rent / number of days in the month x number of days occupied.
Replace a housemate
To replace a housemate, go to the “Tenancies” section, click the “Edit” option, remove the tenant who is leaving, add the new tenant and click “Save”.
The new tenant appears on future rents and receipts.
Final rent receipt
You can create the final rent receipt from the “End tenancy” form.
You can also create or edit the final rent receipt by hand from the “Finance” section.
- If the rent has already been generated, simply change the due date.
- If it has not been generated yet, create a matching income entry.
On free accounts
To stay within the limits of a free account, you can choose to delete the tenancy permanently. Note, though, that deleting a tenancy deletes the whole financial history attached to it.
Good to know
At the end of the tenancy the tenant asks the landlord (or the letting agent) for the deposit back. It may not be returned in full if the tenant owes rent, or has damaged the property or the furniture. It should not be withheld for reasonable wear and tear.
The deposit should be returned within 10 days of the amount being agreed, though it can take longer where there is a disagreement. Where the deposit is protected, the tenancy deposit protection scheme normally offers a free dispute resolution service.
