When agencies collect tenant fees that should not appear on owner ledgers or owner statements, Re-Leased supports two setup options. This article outlines both to help you choose the right fit.
Option 1 — Single Agency Ledger
A central ledger not linked to any property is used to collect all tenant fees directly under the agency's name. Best for low volume of fee types or when fee-specific reporting is not needed.
Setup steps:
Create a new Owner Ledger for the agency, not linked to any property.
Link a contact set as an Owner Type that represents the agency (not an actual property owner).
Add appropriate revenue codes to your Chart of Accounts for tenant fee income.
Raise income invoices to tenants using the new revenue COA and the agency ledger.
Disburse funds as you would for an owner.
Reporting for this setup appears under standard owner reports (Owner Statement, Financial Summary) but not in fee-specific reports or dashboards.
Option 2 — Fee Ledger per Property
A dedicated fee ledger is set up for each property, allowing per-property tracking and integration with fee-specific reporting. Required if you need fee income in Insights or Dashboard reporting.
Setup steps:
Create revenue and expense codes in your COA for each specific fee type.
Set up a fee rule using Money In/Out with a 100% fee rate.
Add the fee rule to the relevant properties.
Create a new ledger for each property. Set Generate Statement and Owner Disbursable to No.
Link the agency contact (not the property owner) to the ledger.
Assign the new fee ledger as the default for relevant fee revenue and expense codes.
Raise tenant invoices using the assigned revenue codes. Payments will be received into the fee ledger and fees calculated automatically.
Note: In Option 2, ensure the agency contact is not listed as the property owner — this would cause misreporting, particularly for GST/BAS.
Choosing Between the Options
Use Case | Recommended Option |
Quick setup, low volume of fee types | Option 1 – Single Agency Ledger |
Per-property transparency and workflow integration | Option 2 – Fee Ledger per Property |
Fee reporting via Insights or Dashboards | Option 2 – Fee Ledger per Property |
Avoid setting up each property individually | Option 1 – Single Agency Ledger |
For Asia-Pacific customers, the term "Trust Account" is used. European customers refer to this as "Client Account". Client/Trust Accounting is not available to customers in North America. For more information on regional terminology, see our Glossary of Regional Terminology.