All fee rules are set up in the Settings menu. Fees can be customised on the related Owner, Property and Tenancy files, or in bulk within the Fee Settings.
Fees are only applicable to companies connected to Trust Accounting. Click Settings on the green main menu, select the applicable company from the list, then click Fees to set up and manage fees.
Fee Rules List
1. Create New Fee Rule Definition
2. Fee Rule Name
3. Fee Rule Trigger
4. The Expense code and rate can be customised by clicking the Fee Rule name
Fees cannot be shared or copied between companies. The company you are working on is displayed at the top of the fees rules list and the black menu at the top of the screen.
All current fees are listed, with a preview of what the rule does. Future and archived fee rules can be viewed from the tabs across the top. To view further details, customise rates or make other changes, click the link on the fee name.
Add new fee rules using the green Create New Fee Rule Definition button.
1.Title - this is how the fee appears on the owner statements.
2. Fee Type - Choose from Owner, Property or Tenancy Fees
3. Raised at the occurrence of - choose the trigger for this fee
Options for fee triggers vary depending on what type of fee is being set up.
|Trigger / Type||Owner||Property||Tenancy|
|Manual||Allows total flexibility when raising charges which are not event or date driven.|
|On a Date Schedule||Set and forget fixed price regular charges.|
|Owner Statement||Charges a fee each time a statement is issued, when disbursing there will be an option to waive the statement fee for that disbursement.|
|New Tenancy||Charges each time a new tenancy is entered, if each tenancy is treated differently, consider setting up as a Tenancy fee instead.||Charges each time a new tenancy is entered.|
|Term Renewal||Each time a renewal is performed the fee is charged, if each tenancy is treated differently, consider setting up as a Tenancy fee instead.||Charges each time a term renewal is performed.|
|Rent Receipted||Charges the fee based on receipts to 'rent' invoices, which have been generated automatically according to the tenant's rent template, or using the Generate Next Invoice or Generate Once-off Rent Invoice options on the Rent and Outgoings page of the Tenancy file.|
The fee is charged on the whole amount of the invoice, which includes operating expenses charged on the same invoice as the rent. If your charges are for the rent portion only, and there are other charges on the invoices, use Money In/Out of an Account instead.
|Money In/Out of an Account||Charges fees by account code, this is used if rent and operating expenses are invoiced together, but charged fees at different rates and also for charging fees on expenses paid for the related property on expense invoices.|
|Property Anniversary||Raised annually based on the Anniversary Date entered on the property details. It can be charged as a flat fee, a percentage of the total rent or a period of rent. If charging by rent, rent for all tenants with current terms will be considered. Note that this fee must be raised manually from the dashboard calendar event, it will not be raised automatically.|
Owner fees are charged per owner and applied to owner contact files regardless of the number of properties the owner contact is connected to. If an owner has more than one property the expense for this fee will be deducted from only one ledger, see Edit Ledger for the option to specify which of an owner's ledgers the Owner Fees should be deducted from.
Property fees are charged per property and applied to property files regardless of the number of tenancies the property is connected to.
If using a Money In/Out of an Account rule, also specify which account codes attract a fee and if this applies to spent or received funds:
1. Select income and /or expense codes that the fee applies to
2. Fee can be raised on money in, money out, or both
Tenancy fees are charged per tenancy, with all fees being charged to the owner. To charge a fee to a tenant, raise an income invoice instead.
STEP 2 - SET FEE DETAILS
Select which expense code the fee should be recorded against, the chart of account set up determines if tax will be added to the fee or not. This can be customised per property/owner/tenancy once the rule has been set up.
Select if this fee should apply to new.
Enter the fee amount or rate, this should be the standard rate that would apply to new records if the rule is set to apply to new. This can be customised per property/owner/tenancy once the rule has been set up.
If entering a Flat Fee Amount for 'Rent receipted', the fee is charged each time a receipt is made to a rent invoice.
If entering a Flat Fee Amount for 'money in/out of an account', the fee is charged per invoice line item.
1. Fee invoices will use this expense code, this can be customised per customer
2. Enter the standard rate for this fee rule, this can be customised per customer
3. Select Yes if this fee rule should automatically apply to new properties/owners/tenancies
4. Enter the date
5. Click save to continue
For New Tenancy, Term Renewal, Property Anniversary and Manual fees there is an additional option for the fee to be based on a period of rent:
STEP 3 - SELECT OWNERS, PROPERTIES OR TENANCIES TO INCLUDE
This page will show a list of properties, owners or tenancies depending on what type of rule is being set up.
Untick any items the fee won't be applied to. Remember you can customise the rate after the fee is saved, so only untick those who are charged nothing at all.
There is a filter at the top of the list which is useful if there are many items in the list. Clear the filter to bring back the whole list.
1. Filter the list to make it easier to find items to untick
2. Untick any properties or owners/tenants which this fee should not be applied to
STEP 4 - CHECK AND CONFIRM FEE
Check the details and included/excluded items, click Confirm and Save to complete setting up this fee rule.
STEP 5 - CUSTOMISING RATES
Fees can be customised in the Fee Settings area, click on the name link to customise or edit a fee. The list will show properties, owners or tenancies depending on what type the fee is.
1. These parts of the fee rule can be customised
2. The rate for this property can be customised
Click customise beside the file you want to change the fee for. Make the required changes and save.
Customisations will show in the list (may need to be refreshed):
Click Back to list, or navigate away to leave this screen.
Fees can also be viewed and customised from the fee's tab of the relevant owner, property or tenancy file:
2. Select Fees on the left-hand side
3. Click Property Fee Rules
4. Click the rate to customise
STEP 6 - SET THE OWNER LEDGER FOR PROPERTY & TENANCY FEES
When setting up fees against a property or tenancy, the ledger used can be set based on the property ledger settings.
Under the Property > Ledgers tab, accounts can be assigned to the ledgers. Click here for how to set these up.