To receive updates and notifications about contract expirations, invoice and payment control or preset rent increases, it is first necessary to store the contract information. To do this, go to the Properties tab on the left menu and click on the card of the property whose contract you want to add.
If you have not already done so, add the tenant's contact in the Tenants drop-down of the property. Once the tenant is added, drop down Contracts to add the rental information by clicking on Add Contract.
In the Add contract form, fill in all the contract data:
Room: if the rental is for a room in the property.
Tenants: you can choose the tenant or tenants, if several, who sign the contract.
Guarantors: add the contacts, if any, of the guarantors.
Click on the spaces for each field to select or add the information.
4. Type of contract: common, temporary, room...
5. Reference: name to identify the contract. By default it will be the type of contract, but it's a customizable field that can be filled, for example, as Rental contract + tenant's name.
6. Rent: the rent amount the tenant must pay.
7. Start date: the day when the contract started/will start
8. Next due date: next annuity/aniversary of the contract. If this is a temporary contract or you do not need yearly reminders of the contract rent increases, this field can be filled with the end date.
9. Extension: how often the contract is reviewed, usually 12 months, as common long-term contracts are automatically extended every year. Extendable until indicates the definitive end of the contract (usually 5 years from the start date).
10. VAT and Personal Income Tax: activate this option if there is a tax or withholding to be added to the rent ammount.
11. Key deliver: activate this option to control if the property's keys have been delivered and/or returned.
12. Proration of rent: if the contract starts or ends in the middle of the month, you can indicate if the tenant will pay the proportional part of the rent for his stay during those days of the month.
13. Apply discount: activate this option if the tenant is entitled to a discount during any period of the contract. This is an independent discount from the prorration. This is oriented to bonifications, rewards, clearing advance payments in future rents...
Next are the aditional fees
14. Security deposit: indicate here the security deposit quantity, the status towards the tenant (whether the tenant has paid the security and, if the contract has ended, whether it has been returned) as well as the state regarding the public institution where, if applicable, the security must be submited. If the states are not pending, the date of the last change of status is a compulsory field to fill in.
15. Deposit ammount: indicate here guarantees and deposits aditional to the security deposit. If this field is activated, the status is a compulsory field to fill in.
16. Supplies fee: if the property's supplies (electricity, heating...) are covered by the tenant with the rent, the maximum amount that the tenant will be allowed to spend should be indicated here. This amount, added to the Rent field above, will result in the total that the tenant will pay. If the advance payment includes any kind of tax or withholding, you can specify it here. You can also specify, if the tenant enters or leaves in the middle of the month, whether the amount will be prorated according to the number of days the tenant is in the property.
17. Aditional services: garbage, community, cleaning... You can specify separately in each additional service whether the tenant enters or leaves in the middle of the month, if the amount will be prorated according to the number of days the tenant is in the property.
Below you can schedule future rent updates, indicate how many months in advance you would like to receive notifications of the Next Due and Extendable dates up to the Contract Details section or schedule the rent.
Once you have filled in the information, click Generate contract to save the information or click Next to attach documentation and request document signatures.
