Several payers and employer billing
Say who pays what on each stay. A parent pays the rent and the resident the rest, or a company pays 70 % and the employee 30 %. Each payer gets their own invoices, and an employer that leases many beds gets one invoice for all its residents.
PLANSFrom Growth
Why it matters
In many hostels the person who sleeps in the bed is not the one who pays for it. A father pays a student's rent while the student pays for electricity and late returns. A company leases 40 beds for its trainees and wants one bill a month, not 40. When all of this sits on one resident's bill, the desk splits it by hand and chases the wrong person. In SmartMy Hostel each stay lists its payers, the heads each one pays and their share. Every charge is split by itself and lands on the right payer's invoice, and the employer gets one invoice with a line per resident. Reminders, late fees and receipts follow the payer, and the resident's yearly rent receipt shows only the rent they paid themselves.
The problem it solves
- A parent pays the rent, but the invoice goes to the student, who forgets to pass it on.
- A company leasing 30 beds for its staff gets 30 separate bills and asks for one.
- When a company pays part of the rent, the desk splits every bill with a calculator.
- The yearly rent receipt a resident needs for their tax claim includes rent their employer paid.
How it works
- Open the stay and go to the Billing tab. Under Who pays, add a line for each payer: a parent, an employer, a sponsor or any contact.
- In Pays For, choose the heads they pay, such as Rent and Security Deposit. Leave it empty for every head.
- In Share (%), type their part, such as 70. Leave 100 if they pay the whole head.
- From then on every charge of the stay is split by itself. Each payer takes their share of the heads they pay, and whatever is left is the resident's.
- The daily job puts each payer's charges on their own invoice. A payer of several residents, such as a company, gets one invoice for all of them. Each line starts with the resident's name.
- Each payer gets their invoices with the link to pay, their reminders and late fees, and pays online or at the desk.
Everything it does
Payers on a stay
- Any number of payers per stay, each a contact: a person or an organisation
- Pays For: the charge heads they pay; empty means every head
- Share (%): from just above 0 up to 100; 100 to start with
- Payers are taken in their order; each takes their share of what is left, and the rest is the resident's
- Heads no payer covers are always the resident's
- Electricity is split by units, so each payer's line shows their units at the rate per unit
- Adjustments, credits and waivers follow the same split as the charge they correct
Invoices per payer
- One invoice per entity and payer on each daily run
- An employer or sponsor paying for many residents gets one invoice, with a line per charge and the resident's name on each line
- The invoice's due date, the reminders and the late fee follow that invoice and its payer
- A negative total for a payer becomes a credit note to that payer
- Each charge shows its payer in the Charges list and on the statement
Collecting from each payer
- Online: each payer opens their own invoice from the message and pays
- At the desk: Collect Payment asks who pays when there is more than one, and shows what is due from that payer
- A payment is set against that payer's open invoices, oldest first
- Dues Ageing groups by payer, so you see what each company owes and for how long
- Revenue and Collection groups by resident and shows the payer of each charge
Receipts and the resident
- The resident's yearly rent receipt counts only the rent they paid themselves
- Rent paid by others, such as an employer or sponsor, is shown apart on the receipt, not as part of it
- The statement of the stay lists each charge with its payer
Who uses it
Front Desk / AccountsAdds payers to a stay, takes payments from each payer and follows company dues.
Hostel ManagerAgrees the split with parents and companies and reads dues by payer.
Payer (parent, employer, sponsor)Gets their own invoices, reminders and the link to pay.
ResidentPays the heads and the share no one else pays.
Where you use it
- Web: the Who pays list on the stay's Billing tab. Hostel > Billing > Charges grouped by payer. Hostel > Reporting > Money > Dues Ageing grouped by payer
- Email, WhatsApp and SMS (app push once the apps are in the stores): each payer's invoice and reminder messages
- The staff app: Take a payment asks Paid by when several people pay. The app is built and in testing, not in the app stores yet
- Not built: a portal login for a company payer to see all its residents' invoices in one place. The company pays from the invoice link or at the desk
- Not built: payers set once for a whole group of residents; each stay gets its payer line
What you control
Settings
- Who pays: per stay, payer, Pays For (empty: every head) and Share (%) (100 to start with)
Notifications
- Hostel Invoice: to the payer of the invoice and to the resident and guardians of the stay; in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores; sent at once
- Hostel Dues Reminder and Hostel Payment Received: to the same people, on the same channels
- Each person can switch off a channel such as SMS for themselves; in-app notices always arrive
Works with
SmartMy HRMSFor your own staff living in the hostel, rent can be taken from salary instead of invoiced (Scale): see Rent from salary.
Questions
Can a parent pay the rent and the student pay everything else?
Yes. Add the parent as a payer with Pays For set to Rent and Share 100 %. Rent goes on the parent's invoice; electricity, fines and other charges stay on the student's.A company pays 70 % of the rent and the employee pays 30 %. Can you do that?
Yes. Add the company with Pays For set to Rent and Share 70 %. Each rent charge is split: 70 % on the company's invoice and 30 % on the employee's.Will a company with 25 residents get 25 invoices?
No. All charges of one payer in one entity go on one invoice on each run, with the resident's name on each line. The company pays that one invoice.Who gets the reminder when a company invoice is late?
The company as payer, and the resident and guardians of the stay the invoice was raised from. A late fee, if your hostel charges one, goes to the company as payer of that invoice.Does the resident's rent receipt show rent the employer paid?
No. The yearly rent receipt shows only the rent the resident paid. Rent paid by others is shown apart, so it is not claimed twice.Can the employer see all its residents' bills online?
The employer pays each invoice from the link in the message. A login for the employer to see all its residents in one place is not built.Related features
BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.BILLINGRent collection online and at the deskEvery invoice goes out with a link to pay, and residents and guardians also find Pay on the portal and in the app. Money paid at the desk, in cash, UPI or by card, gets a numbered receipt and goes against the oldest dues first.BILLINGResident statement and yearly rent receiptPrint a resident's statement of every charge, invoice and payment, with what is due and the deposit held, in one click. Residents who claim rent in their tax return get a yearly rent receipt as a PDF. Both download from the portal and the app.BILLINGRent reminders, late fees and waiversPayers, residents and guardians are reminded before the due date and every few days after it. A late fee follows your rule after the grace days, and long overdue dues reach the manager as a to-do. A charge can be waived with a reason, within a limit for managers.WITH OTHER SMARTMY PRODUCTSStaff residents with rent deducted from salaryA staff member who lives in the hostel can pay through the salary. Tick Pay by Salary on the stay, and the resident's hostel charges are not invoiced. The next payslip deducts them in one Hostel line, as far as the net pay goes, and the exit settlement recovers the rest.REPORTSDues, collection and daily-life reportsReports for the money and the discipline of each hostel: unpaid invoices by age, and what was invoiced, collected, waived and still due. Also electricity by room and by resident, roll-call attendance, late entries and incidents.
See it with your own blocks and classes.
Tell us how many hostels and students you have. We will show you an allotment, a leave request approved by a parent and a night roll call, set up the way your hostel works.