Note: 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 this article.
This article explains how to set up automated arrears notices in Re-Leased. The automated arrears feature streamlines rent collection by automatically sending arrears correspondence to tenants when invoices become overdue, eliminating the need for manual intervention. The system checks for qualifying arrears daily at 3pm local time and automatically actions any matching notices based on your configured rules.
To enable this Beta feature, click the Question Mark icon in the main navigation bar, then click Available Betas. Click on Enable for Companies next to Arrears Rule Automation.
Understanding Automated Arrears
When you enable automated arrears for a rule, Re-Leased will automatically process actionable arrears notices that meet your rule criteria. The automation runs daily at 3pm (based on your company's timezone), checking for any invoices in arrears and actioning the appropriate notices without requiring manual intervention.
Tip: Automated arrears processing uses the same action processing that occurs when you manually click the Complete button from the Arrears list page, ensuring consistent behavior across manual and automated workflows.
Configuring Automated Arrears
To enable automated arrears notices, you'll need to configure the automation settings within your arrears rule:
- Navigate to Settings in your Re-Leased account.
- Select Arrears Rules from the settings menu (under Communications).
- Choose an existing rule to edit, or create a new arrears rule.
- Ensure the Rule is Default for company checkbox is checked. The automation options are only available for default rules.
- Check the Automate Rule Action checkbox to enable automation for this rule.
Selecting What to Include
Once you've enabled automation, you'll see additional options to control what gets included in your automated arrears processing:
- Check Include Invoices to include unpaid invoices in the automated arrears processing.
- Check Include Credits to include credit notes in the automated arrears calculations.
- Click Save to apply your automation settings.
Important: If you uncheck the Rule is Default for company checkbox when saving, all three automation-related checkboxes (Automate Rule Action, Include Invoices, and Include Credits) will automatically be set to false.
Excluding Arrears Statuses
You can prevent automated correspondence from being sent to tenancies with specific arrears statuses. This is useful for situations that require manual handling, such as:
- Tenancies in legal proceedings
- Tenancies with active payment plans
- Tenancies in bankruptcy
- Any other special circumstances
To exclude arrears statuses from automation:
- With Automate Rule Action enabled, locate the Exclude Arrears Statuses dropdown that appears below the automation section.
- Click the dropdown to view all available arrears statuses in your system.
- Select one or more statuses that you want to exclude from automated actions.
- Click Save to apply your exclusion settings.
Important considerations:
- If a tenancy has multiple arrears entries with different statuses and any of them match an excluded status, the entire tenancy will be excluded from automated actions.
- Tenancies with excluded statuses will still appear in the Arrears Hub actionable list—exclusion only prevents automated correspondence, not visibility.
- If you uncheck a previously excluded status, tenancies with that status will be included in the next automated action run.
- Excluded statuses are preserved even if you temporarily disable automation. When you re-enable automation, the same exclusions will apply.
How Automated Arrears Works
Once configured, the automated arrears system operates on the following schedule:
- Every day at 3pm (company local time), Re-Leased checks the Actionable tab of the Arrears Hub.
- Any arrears based on a rule that is both the default rule and has Automate Rule Action enabled will be automatically processed.
- The system applies the same processing logic as the manual Complete action, sending notices according to your rule configuration.
- Arrears notices will be sent via email or made available for download based on the Tenancy notices setting on the tenant's contact record.
Email vs Download Delivery
The delivery method for arrears notices is determined by the Tenancy notices checkbox on each tenant's contact record:
- If Tenancy notices is checked on the contact, notices will be sent via email automatically.
- If Tenancy notices is unchecked, notices will be available for download rather than being emailed.
Note: The Arrears notice option on individual tenancies does not currently affect manual arrears sending. Delivery method is controlled by the contact-level setting.
Important Considerations
Archived Tenancies
The system can send arrears notices to archived tenancies if they meet the rule criteria.
Rule Configuration
Only rules that are set as the default company rule can be automated. If you have multiple arrears rules, ensure the correct rule is set as default before enabling automation.