You can set an arrears rule to send arrears notices automatically, so tenants in arrears are chased each day without you manually sending correspondence. You control which documents are included, and you can exclude tenancies in special circumstances — such as those in legal proceedings or on a payment plan — so they never receive an automated notice.
How to Automate an Arrears Rule
Automation is set on the rule that is the default for your company. The automation options only appear once a rule is marked as the default.
Go to the arrears rule you want to automate and open it on the Edit Arrears Rule page (or create a new one on the Create Arrears Rule page).
Tick Rule is default for company. The automation options appear below.
Tick Automate Rule Action.
Choose whether to tick Include Invoices and Include Credits to control which documents are attached to automated correspondence.
Click Save Arrears Rule.
When Automated Arrears Notices Are Sent
When a rule is automated, Re-Leased checks for any invoices in arrears at 3pm each day and actions any matching arrears notices at that time. The notices use the same processing as when you action arrears manually from the arrears list.
Automated notices are sent using the relevant property manager's signature details, so correspondence is attributed to the property manager responsible for the property.
Note: Automating a rule will check for any invoices in arrears at 3pm each day, and action any matching arrears notices at that time.
How to Exclude Arrears Statuses from Automation
You can stop tenancies with particular arrears statuses from receiving automated notices — for example, tenancies marked as being in legal action or on an active payment plan, where automated correspondence would be inappropriate.
On the Create Arrears Rule or Edit Arrears Rule page, with Automate Rule Action ticked, find the Exclude Arrears Statuses field.
Select one or more arrears statuses to exclude. Tenancies with any of these statuses will not receive automated correspondence.
Click Save Arrears Rule.
Note: Excluding an arrears status only affects automation. Tenancies with an excluded status still appear in your actionable arrears list and can be actioned manually.
Note: If a tenancy has more than one arrears entry and any one of them matches an excluded status, the whole tenancy is excluded from automated actions. If you later remove a status from the exclusion list and save, tenancies with that status are included again from the next automated run.
How to Turn Off Automation
To stop a rule sending automated notices, open the rule and untick Automate Rule Action, then click Save Arrears Rule. Any arrears statuses you selected to exclude are kept, so they apply again if you re-enable automation later.
Terminology for arrears and tenancies varies by region. For more information on regional terminology, see our Glossary of Regional Terminology.