The Rent Template sets the amounts and frequency of billing for the tenancies rent and other regular charges, such as outgoings that need to be included on the same invoice. Outgoings can also be set up as a separate template - see Outgoings Templates.

When loading a new Tenancy, the next due date will be calculated based on the First Payment date and frequency.  Automatic rent invoicing only goes forward.

Click Rent & Outgoings on the left menu, to access the Rent & Outgoings template

Example 1: Rent template with Outgoings charges included on the same invoice. There can only be one current Rent template at a time.

1. Click Rent to view past and future templates

2. Click Amount to view or edit the rent amount within the template

3. Click Includes Outgoings to view or edit the outgoings included on the same invoice 

4. Click Next to preview the next invoice to generate

Example 2: Rent template with rent only on the invoice, separate template for Outgoings (note there can be more than one Outgoings template at the same time):

5. Click Amount to view or edit the rent amount within the template

6. Click Outgoings to view or edit the outgoings which will be generated as a separate invoice 

Rent Template Example

    7. Description, this does not appear on the invoice and is for internal use only.

    8. Reference, this appears on the invoice to the tenant and during reconciliation.

    9. Notes, notes can be made here for internal references

    10. Delegate to member, the option to select another user to receive the Final Rent Due notification on the dashboard.

    11. Assign a PDF Template if this invoice should be raised using an Invoice Template which differs from the default.

    12. Rent can be entered to either Monthly Net Rent or Annual Net Rent and the other will calculate

          If an Annual Net Rent is entered that does not match 12 x monthly the user can choose to recalculate the monthly figure or ignore the discrepancy.  

    13. Rent Billing Basis can be In Advance, meaning rent is due on the first day of the rental period, or In Arrears, meaning rent is due on the day following the end of the rental period.

    14. Rent Type options can be customised in the Settings Menu:

  • each Rent Type can be set to populate the Account for the Rent Invoice Template Lines;
  • Rent Type is optional to display on the Tenancy Schedule report;
  • the Rent Type does not refer to tax rates, although the default terminology is similar.

    15. Payment Frequency sets the rental period and can be any number of weeks, months or years.  For irregular payment patterns set up a Custom Payment Frequency.

    16. First Payment date works with the Payment Frequency, and sets the start of the rental periods for this tenancy:

  • often this is the 1st day of a month;
  • it does not need to be the same as the terms for the tenancy;
  • it is important to consider the existing First Payment Date when performing rent reviews or setting up new rent templates to avoid unwanted adjustment to the billing cycle;
  • If the payment frequency is monthly and the first payment date on your rent template is set to the last day of the month (eg. 28th of February or 30th of April) an option is displayed - 'Always on the Last Day of the Month'. By selecting this, it means all rent invoices generated from the template will always be due on the last day of the month regardless of how many days are in the month. If you select the 31st of January for example, the checkbox isn't shown but this will also automatically set the due date to the last day of the month.

    17. Description, the default description contains merge fields inside brackets - {{ }} as below:

                    Rent for {{ PropertyName }} for {{ FromDate }} to {{ ToDate }}

    18. Net Rate, any tax applicable will be calculated for each line, this amount can be negative provided the overall rent is a positive figure, users with trust or client accounting may only enter negative lines if all lines use the same ledger

    19. Account should be an income code

    20. Tax Type will auto populate to match the account code selected, editing the tax type will result in a sync error for companies connected with Xero

    21. Users with trust or client accounts will see the applicable owner's ledger selected, users connected with Xero will see the property tracking selected

    22. Each line should be marked as Outgoings? = no for rent and yes for non-rent or Outgoings and Service Charges. 

    23. Add more lines as required, all rent lines where Outgoings? = No must add up to the Monthly Net Rent figure as entered above

    24. Save button keeps any changes when a rent changes it is recommended to add a new rent template so that you retain a record of previous rent details

    25. Edit Rent to Area Allocation to divide the rent over the occupied areas with this tenancy, the details entered here appear on the Tenancy Schedule report

    26. Archive will remove the rent template from Re-Leased. Archived rent templates cannot be retrieved

Rent Template Status

There can only be one current rent template at a time, the start date determines the order of the templates and therefore it's status.  

27. Current Rent

28. Future Rent 

29. Past Rent

These will open the sections for Future and Past rents and allow you to view the full history of a tenancies rent changes.

The future rent above won't show as current until the start date, but the next invoice will use this template:

Tenancy Schedule Annual Rent

Should you not collect rent for a tenancy but still wish to report on the rent performance of that tenancy Re-Leased provides an ability to capture a Tenancy Schedule Annual Rent for reporting. This feature allows the user to capture the Annual Net Rent for a tenancy and split that rent by area occupied. These values are then used to report on the Tenancy Schedule under Current Rent. This feature is only available on a tenancy if there is no rent template in place. If a rent template is added any information previously captured under the Tenancy Schedule Annual Rent feature will be ignored.