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Rent reminders, late fees and waivers

Payers, 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.

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The problem it solves

The desk phones 40 residents every month to remind them, and parents never hear of it.
Late fees are charged to some residents and forgotten for others.
A manager waives a fine for a friend and nobody knows why.
Dues three months old are found only when the resident has already left.

How it works

On the hostel's Billing tab, set the reminder days, the late fee, the long overdue rule and the Manager Waiver Limit.
Two days before an invoice is due (your setting), the payer, resident and guardians get a reminder with the amount and the link to pay.
Once it is overdue, a reminder goes every three days (your setting) until it is paid.
After the grace days, the late fee is added to the payer. It is a fixed amount, a percentage of what is due, or an amount per day up to your limit.
When dues stay unpaid past your long overdue days, the manager gets a to-do to follow up or serve notice. New leave can be put on hold.
To let a charge go, a manager opens it, clicks Waive and writes the reason. Above their limit, the owner waives it.

Everything it does

Reminders

Before the due date: once, the set number of days before (2 to start with); 0 sends none before
Overdue: every set number of days (3 to start with) while the invoice is unpaid or part paid
Each reminder gives the invoice number, the amount still due, the due date or days overdue, and the link to pay
Sent by the nightly billing job

Late fee

Late Fee: None (the default), Fixed amount, Percentage of the due, or Amount per day overdue
Grace (days): 3 to start with, counted after the due date
One late fee per invoice; no late fee on an invoice that holds only late fees
A percentage is of what is still unpaid on the day it is added
Per day: one charge that grows each day until the invoice is paid or Late Fee Up To is reached, then invoiced once
Late Fee Up To: the most per invoice for a fee per day; 0 means no limit
The late fee goes to the payer of the late invoice, on the Late Fee head
Revenue and Collection has a Late Fees filter

Long overdue

Long Overdue: Reminders only (the default), Warn staff (activity), Warn staff and block new leave, or Warn staff to serve notice
Long Overdue After (days): 30 to start with
The to-do goes to the hostel's first manager, with the invoice, amount and days overdue; Serve notice says so in its title
With Warn staff and block new leave, the resident cannot apply for leave until the dues are paid and sees why
Dues Ageing shows unpaid invoices as not due, 1-30, 31-60, 61-90 and over 90 days

Waivers

Waive on any charge, with a reason that is required
Hostel managers waive up to the hostel's Manager Waiver Limit; above it the system says to ask the owner
The Owner / Administrator can waive any amount; the front desk and wardens cannot waive
A charge not invoiced yet is marked Waived; an invoiced one is credited with a credit note
The reason and who waived are kept on the charge and in its history
Revenue and Collection shows waived amounts under Adjustments and Waivers

Who uses it

Owner / AdministratorSets the reminder days, late fee and limits, and waives above a manager's limit.

Hostel ManagerFollows long overdue to-dos, serves notice and waives within the limit.

Front Desk / AccountsTakes the overdue payment and watches Dues Ageing.

Payer, resident and guardianGet the reminders and pay from the link.

Where you use it

Web: the hostel's Billing tab (Reminders and Overdue, Late Fee); Waive on each charge; Hostel > Reporting > Money > Dues Ageing
The in-app inbox, email, WhatsApp and SMS (app push once the apps are in the stores): the reminders
Resident portal and the resident app: overdue invoices marked Overdue (the app is built and in testing, not in the app stores yet)
Resident portal: Leave is on hold, with the reason, when new leave is blocked for dues
Not for hostels billed through school or college fees: their late fee follows the fee module's fine rules

What you control

Settings

Remind Before Due (days): 2
Remind Overdue Every (days): 3
Late Fee: None
Late Fee Amount / %: per hostel
Grace (days): 3
Late Fee Up To: 0, no limit
Long Overdue: Reminders only; Long Overdue After (days): 30
Manager Waiver Limit: 0 to start with, so only the owner waives until you set it

Approvals

Waivers do not go through an approval chain: a manager waives within the Manager Waiver Limit, and the owner above it

Notifications

Hostel Dues Reminder: before the due date and while overdue, to the payer, the resident and the guardians; 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 Invoice: the invoice or credit note carrying a late fee or a waiver, to the same people
Long overdue: a to-do for the hostel manager in the back office
Each person can switch off a channel such as SMS for themselves; in-app notices always arrive. WhatsApp and SMS need your message credits

Works with

SmartMy CampusHostels billed through the fee ledger use the fee module's fine rules for late payment; the long overdue to-do works the same.

Questions

Do parents get the rent reminders too?

Yes. Reminders go to the payer of the invoice, the resident and the guardians on the stay.

Can the late fee be 50 a day, but never more than 500?

Yes. Choose Amount per day overdue, type 50 as the amount and 500 in Late Fee Up To. The fee grows each day after the grace days and is invoiced once, when the invoice is paid or the 500 is reached.

Can my manager waive a late fee?

Yes, with a reason, up to the hostel's Manager Waiver Limit. The limit starts at 0, so set it first; above it only the owner can waive.

What happens to a resident who does not pay for two months?

That depends on Long Overdue. You can only remind, give the manager a to-do, block new leave until they pay, or give the manager a to-do to serve notice. Serving the notice itself is done by the manager.

Can we stop sending reminders to one resident?

Reminders go to every open invoice. A person can switch off a channel such as SMS for themselves; the in-app notice always arrives.

Related features

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.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.BILLINGSeveral payers and employer billingSay 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.DAILY LIFELeave and out-passes with guardian approvalResidents ask for leave or an out-pass on the portal or in the app. The guardian, the warden or both approve it. Going out and coming back are recorded, and guardians and wardens hear when someone is not back.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.ACROSS SMARTMY HOSTELNotificationsSmartMy Hostel tells the right person the moment something happens. That can be a bed booked, a leave to approve, a resident not back, an absence at roll call, an invoice, a notice, an emergency. Each event has its own recipients: the resident, the guardians, the wardens or the payer. Messages go in the app and by email. WhatsApp and SMS come from your message credits, and app push once the apps are in the stores.

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.

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