End or Vacate a Lease/Tenancy

For North American users, please be aware that "Tenancies" are known as "Leases" and "Terms & Breaks" within a Tenancy are referred to as "Terms & Options". For more information on regional terminology, please refer to our Glossary of Regional Terminology.

This article is intended for anyone needing to schedule the end date of a lease/tenancy. We'll guide you through the steps to vacate a term, manage credits, and finalize vacate statements correctly within our system. 

Steps to Vacate a Lease/Tenancy

Scheduling the End Date

1. Select the relevant lease/tenancy. 
2. Click on Terms & Breaks from the left-hand menu.
3. Navigate to the Contextual Menu [...] and click the Vacate Term button.
   
   

Entering Vacate Details

1. Fill in the Term Expiry Date, which indicates the last day the lease/tenant will be charged rent. Fill in the remaining dates. 
2. Enter a Vacating Forwarding Address and any relevant Vacating Notes if applicable.
3. Click Save to proceed.
4. If an Exit Inspection is required, toggle the switch to Yes and enter the relevant details. 
5. Click Continue to view the Vacate Statement. 
   
   

Vacate Statement

1. If a rent invoice exceeds the final rent due date, a credit note will be calculated.
2. Click on Create Credit Note before finalizing the vacate details to address this.
3. On the Create Income Credit Note screen, allocate the credit note to future invoices as needed, then click Save & Approve.

The Vacate Statement will appear with partitioned sections for unpaid and future rent invoices, outgoings to vacate, and any other outstanding amounts. Finalize by selecting Confirm and update lease/tenancy with Vacate Details.

The completed Vacate Statement is available for print as a PDF which can be provided to the lease/tenant for their records.

Understanding Pro-rated Invoices

When the end date doesn't coincide with the end of a period, a pro-rated invoice will be created. The same daily rate calculation applies to all elements of the rent template.

By carefully following these steps, you can efficiently manage the process when a lease/tenant ends their lease or vacates the property, leading to a smooth transition for both parties involved.

Understanding the Vacate Process Without a Rent Template

When vacating a Tenancy/Lease, the system typically requires an active rent template. However, in some cases, such as a lack of rental activity or specific arrangements where rent is not charged, you may encounter difficulties because the system expects a rent template to be available.

There are two workaround methods that allow you to complete the vacate process:

Option 1: Creating a Dummy Rent Template

If you need to vacate the Tenancy/Lease but the standard rent template is not applicable (for example, if no rent is charged), follow these steps to create a rent template that will fulfill the system requirements while preventing rent invoice generation.

1. Navigate to the Tenancy/Lease you wish to vacate.
2. Create a new rent template with a start date that falls within the Tenancy/Lease term.
3. In the Default Tenancy Invoice Options, select the option to disable rent generation for this Tenancy/Lease.
4. With this configuration in place, you can proceed to vacate the Tenancy/Lease as normal.

By following these steps, you can ensure that no rent invoices are generated while still satisfying the system's requirements to vacate the Tenancy/Lease.

Option 2: Manually Adjusting the Tenancy Term

The second method involves a direct adjustment to the Tenancy/Lease term. This does not involve the creation of a Vacate Statement, but allows you to mark the Tenancy/Lease as finished.

1. Go to the Tenancy/Lease term details.
2. Click into the term and manually adjust the end date as necessary, making sure it reflects the correct date that the Tenancy/Lease ended.
3. After updating, select Save to store the changes.
4. Use the Cancel Term feature to indicate the end of the Tenancy/Lease.

This method is practical for situations where you require a straightforward and expedient way to update the tenancy status without further invoice implications.

Remember, if you encounter any complications during the vacating process, our support team is here to assist. Feel free to reach out through our help center.