Rent roll, occupancy and vacancy loss
One 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.
PLANSEvery plan
The problem it solves
- The rent roll lives in a spreadsheet that someone rebuilds every month from the leases, and it is out of date the day after.
- You know how many units are empty, but not how much rent that costs you each month.
- Occupancy by building or unit type takes an afternoon of counting before every owner or bank meeting.
- Rent per square foot is worked out by hand, so nobody compares units across buildings.
How it works
- Your units and leases are the source: nothing is typed into the report. A unit is let when a confirmed or running lease holds it.
- Open Lease > Reporting > Leases and Rent > Rent Roll. Every unit is listed, grouped by property, with the tenant, lease, start, end and passing rent a month.
- Units without a lease show greyed out, with their asking rent as the vacancy loss a month.
- Use the filters Let, Empty and Ending in 12 Months, or group by property, unit type or the year the lease ends.
- Open Lease > Reporting > Leases and Rent > Occupancy for the pivot. It shows units and let units by property and unit type, with passing rent and vacancy loss.
- Switch to the pivot or graph in either report and export it, as with any list.
Everything it does
Rent Roll columns
- Property, unit, unit type, area, tenant, lease, lease start, lease end, passing rent a month, status
- Hidden until you show them: rent per area, deposit in months of rent, asking rent, Entity
- Totals for area, passing rent and vacancy loss
- Status badge: let, vacant, not ready, reserved, under notice
How the figures are worked out
- Passing rent: the lease's monthly rent; a lease over several units is shared between them by each line's share
- When a unit has both a running and a confirmed lease, the running one is shown
- Rent per area: the unit's passing rent divided by its area, when the area is known
- Vacancy loss: the asking rent of a unit with no lease; a unit with no asking rent counts as 0
- Common areas and archived units are left out
Occupancy
- Pivot of units and let units by property and unit type, with passing rent and vacancy loss
- Economic occupancy reads from passing rent against vacancy loss; physical occupancy from let units against units
Dashboard
- The Rent and Arrears dashboard (for Lease Managers) shows passing rent a month, vacancy loss a month and arrears. It also shows leases ending in 90 days, arrears by age and passing rent by property
Access
- The Reporting menu is for Lease Managers
- Every figure is limited to the Entities the person works in
Who uses it
Lease ManagerOpens the rent roll and occupancy, filters by property and exports them for owners and lenders.
Owner or directorReads the Rent and Arrears dashboard for the month's passing rent and vacancy loss.
AccountsChecks the passing rent against what was billed.
Where you use it
- Web: Lease > Reporting > Leases and Rent > Rent Roll and Occupancy
- Web: the Rent and Arrears dashboard in Lease, for Lease Managers
- Not in the apps: the reports are on the web only
- Not given to owners as a report: owners see their own units and statements on their pages
What you control
Settings
- Asking rent and market rent: per unit, used for vacancy loss and reports
- Area and the area unit (square feet or square metres): per unit and Entity
- The Rent Roll opens grouped by property; filters and grouping can be saved as favourites
Questions
Do I have to update the rent roll by hand?
No. It is read live from your units and leases. Confirm a lease and the unit shows as let with its rent the same minute.How is vacancy loss worked out?
It is the asking rent a month of each unit with no confirmed or running lease. Set an asking rent on every unit, or empty units count as 0.A lease covers a shop and two parking bays. How is the rent shown?
The lease's monthly rent is shared over its units by each line's share. Each unit shows its part, and the property total is right.Can I see occupancy by building and unit type?
Yes. Lease > Reporting > Leases and Rent > Occupancy is a pivot of units and let units by property and unit type, with passing rent and vacancy loss.Can owners see the rent roll?
Not as a report. Owners see their own units, who rents them and until when, and their statements on their web page and in the app.Related features
REPORTS AND AILease expiries, arrears ageing and collectionSee 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.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.PORTFOLIOArea in square feet or metres, and rent by areaEach Entity measures in square feet or square metres. Units carry their areas, and a lease can be priced per square foot or metre. Rent on a lease with several units is shared by area.PORTFOLIOUnit board and stacking plan with status from leasesEvery unit as a card, grouped by property, coloured by its status: vacant, reserved, let, notice given, not ready or blocked. Group it by floor to see a building floor by floor.REPORTS AND AINOI and yield per propertyWork out net operating income for each property over any dates: rent and charges billed, less repair bills. See the yield on the value you enter.COMMERCIALWALE, passing rent against market rent, and reversionEach property shows its weighted average lease expiry by rent and by area. It sets passing rent against market rent, and shows the reversion between them.
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.