Lease expiries, arrears ageing and collection
See which leases end when and how much rent ends with them. See every unpaid lease bill by how late it is, and billed against collected each month.
PLANSEvery plan
The problem it solves
- Leases end without anyone noticing until the tenant is packing.
- Arrears are found when the month is closed, and nobody can say how much is over 90 days late.
- Collection is judged by feel: you cannot show billed against collected month by month.
- The owner asks how much rent is at risk next year and the answer takes a week.
How it works
- Lease bills are the source: every posted bill and credit note of a lease is read with what is left to pay.
- Lease > Reporting > Leases and Rent > Arrears opens as a pivot of what is left to pay, by property and lateness band.
- Switch to the list to see each bill: tenant, lease, billed on, due, billed, left and days late, red when over 30 days.
- Lease > Reporting > Leases and Rent > Collection shows billed and collected month by month as a graph.
- Lease > Reporting > Leases and Rent > Lease Expiries shows passing rent by the year leases end, so you see which year carries most risk.
- Click any figure to open the bills or units behind it.
Everything it does
Arrears
- One row per posted lease bill or credit note: tenant, lease, property, bill, billed on, due date, billed, collected, left to pay, days late
- Bands: Not Due, 1-30 Days, 31-60 Days, 61-90 Days, Over 90 Days, Paid
- Days late counted from the due date, or the bill date when there is no due date
- Filters Left to Pay and Late; Billed On by date; group by band, property or tenant
- Pivot of left to pay by property and band; the list totals billed, collected and left
Collection
- Graph of collected and left to pay by the month billed
- Same filters as Arrears, so you can look at one property or one tenant
Lease expiries
- Passing rent of confirmed and running leases by the year they end, as a bar graph, a pivot or a list
- Filter Ending in 12 Months on the rent roll for the leases to renew first
- Leases ending in 90 days are on the Rent and Arrears dashboard
Working with arrears
- Chasing steps, late fees, promises to pay, payment plans and legal cases are on the lease (see the related pages)
- Lease > Billing > Collection > Arrears lists unpaid bills past their due date for daily chasing
Access
- The Reporting menu is for Lease Managers
- Every figure is limited to the Entities the person works in
Who uses it
Lease ManagerReviews arrears by band each week and lease expiries each quarter.
AccountsUses Collection to show billed against collected for the month.
Owner or directorReads arrears and leases ending in 90 days on the Rent and Arrears dashboard.
Where you use it
- Web: Lease > Reporting > Leases and Rent > Lease Expiries, Arrears and Collection
- Web: the Rent and Arrears dashboard, for Lease Managers
- Not in the apps: tenants see their own bills, and staff chase from the web
What you control
Settings
- Due dates are those on each bill
- Ageing bands are fixed at 30, 60 and 90 days
Questions
Are credit notes counted?
Yes. Posted credit notes of a lease are in the report with a negative amount, so a credit lowers what the tenant owes.Can I change the ageing bands?
No. The bands are fixed at 1-30, 31-60, 61-90 and over 90 days late. You can still filter by due date or days late.Can I see arrears for one building?
Yes. Filter or group by property, in the pivot or the list. Group by tenant to see who owes most.Where do I see leases ending soon?
Lease Expiries shows passing rent by the year leases end. The rent roll's Ending in 12 Months filter lists them, and the dashboard shows those ending in 90 days.Is this report in Starter?
Yes. Lease expiries, arrears ageing and collection come with every plan.Related features
REPORTS AND AIRent roll, occupancy and vacancy lossOne list of every unit with its tenant, lease dates, passing rent and asking rent. It also shows the rent you lose each month on empty units. The same data gives occupancy by property and unit type.LEASES AND RENTLate fees, chasing steps and promises to payLate rent is charged a fee by your rule, with caps, and chased step by step: a reminder, a final demand, a legal notice. Chasing waits while a promise to pay or a payment plan runs.LEASES AND RENTPayment plans and legal cases for arrearsAgree a plan of instalments for old arrears and chasing stops while it runs. When it comes to court, keep the case on the lease: grounds, court, case number, hearings, lawyer, amount claimed and the outcome.LEASES AND RENTRenewals, breaks, holdover and notices to vacateRenew a lease with a new term and rent, and offer it to the tenant on their page. Let the new lease take over on its first day. Break options, holdover rent and notices to vacate each have their dates.OPERATIONSDashboards: Lease, Rent and ArrearsTwo ready dashboards open first in Lease. Dashboard shows every Lease user the units at a glance; Rent and Arrears shows Lease Managers passing rent, vacancy loss, arrears and leases ending.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.