Dues, collection and daily-life reports
Reports for the money and the daily life of each property. They cover 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.
PLANSFrom Growth
The problem it solves
- The accountant cannot say how much rent is more than 60 days overdue, or who owes it.
- Late fees and waivers are given at the desk, and nobody sees the total at the month end.
- One room's electricity doubles and you find out when the owner pays the board's bill.
- A company leasing 20 beds says it paid, and nobody can show what is still open on its invoices.
How it works
- Bills, receipts, meter readings, roll calls, late entries and incidents are recorded in their own screens during the month.
- A manager opens Stay > Reporting and picks Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident, Attendance, Late Entries or Incidents.
- Each report opens as a pivot table and, for most, a chart. Use the filters, such as Over 90 Days or Late Fees, and group by property, entity, resident, payer, head or month.
- Click a figure to open the invoices, charges or records behind it, or export the table to a spreadsheet.
Everything it does
Dues Ageing
- Every posted, unpaid or part-paid property invoice, with resident, payer, property, due date and days overdue
- Age: Not due yet, 1-30, 31-60, 61-90 and over 90 days
- Invoiced and Due amounts; the list opens with the oldest first
- Filters Overdue, Over 30 Days, Over 90 Days; group by property, entity, age, resident or payer
Revenue and Collection
- Each charge with To invoice, Invoiced, Collected, Due and Waived
- Collected is the paid part of each invoice, shared among its lines
- Opens without deposits; filters Deposits, Late Fees, Adjustments and Waivers, and dates
- Group by property, entity, head (rent, electricity, late fee and others), month or resident
Electricity
- Electricity by Room: units per room and month from the meter readings; filters To Bill, First Reading, Billed
- Electricity by Resident: units and amounts charged to each resident by month, waived charges left out
Attendance, late entries, incidents
- Attendance Report: roll-call results by resident, session, property and month; opens on This Month, filter Absent
- Late Entries: by property and month, with the minutes late
- Incidents: by property and kind (health, conduct, security, property, other), with date and status in the list. Each opens the incident with its severity, warning and fine
With add-ons
- Channels: nights, revenue and commission per booking site, with night-by-night pricing
- Laundry: pieces and amounts; Event Attendance: who said they were going and who came
Access
- Stay > Reporting shows to property managers and owners
- Managers see the properties where they are manager, warden or desk; owners every property of their entities
Who uses it
Owner / AdministratorReads dues by age and collection across properties and entities.
Property managerFollows overdue residents, waivers, electricity per room, absences, late entries and incidents.
Front Desk / AccountsChases the residents and payers the Dues Ageing list shows.
Where you use it
- Web: Stay > Reporting > Money > Dues Ageing, Revenue and Collection, Electricity by Room, Electricity by Resident, Attendance, Late Entries, Incidents
- The SmartMy Stay Staff app: the managers' Dashboard shows dues by age, this month's money, late entries and open incidents. Built and in testing, not in the app stores yet
- Not renamed yet: forms, fields, reports and messages still say Hostel, such as the Hostel field and Hostel Invoice; the menus say Stay and Properties
What you control
Settings
- Due days of the invoices, on the property, decide the age
- Charge heads (rent, deposit, electricity, late fee and your own) decide the Revenue groups
Questions
Can I see who owes rent for more than three months?
Yes. Open Dues Ageing and choose Over 90 Days. Each line shows the resident, the payer, the due date and the amount still due.Are deposits counted as revenue?
No. Revenue and Collection opens without deposits. Choose the Deposits filter to see them on their own.Can I see how much we waived this month?
Yes. Revenue and Collection has a Waived amount and an Adjustments and Waivers filter; group by month or head.Can I see what a company owes for the beds it leases?
Yes. Open Dues Ageing and group by payer. Each of its unpaid invoices shows the due date, the days overdue and the amount still due.Can I export the reports to Excel?
Yes. The pivot tables and lists download as spreadsheets.Related features
REPORTSOccupancy, move-out and vacancy reportsFive reports show where your beds stand and where they are going. They are occupancy now, occupancy night by night and residents with their length of stay. Then move-outs by month with the reasons, and the beds that will come free. The Enquiry Funnel shows where new residents come from and where you lose them.REPORTSReports across every branch and entityAn owner with several buildings, or several firms that own them, reads every Stay report for all properties at once. They compare them side by side. Group or filter by Hostel (the property) or by Entity; each manager still sees only the properties they run.PORTAL AND APPSDashboard for managers and ownersManagers and owners open the staff app on a dashboard. It shows occupancy now and over 30 days, beds by status, and who arrives and leaves. It also shows rent due by age, money invoiced and collected this month, deposits held, enquiries and open issues. With several properties it adds them up first, then shows each one. The web has its own dashboard.BILLINGRent reminders, late fees and waiversPayers and residents 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.BILLINGElectricity billing from room metersRecord each room's meter reading, on the web or with a photo in the staff app. The units since the last reading are shared among the room's residents by days stayed. Free units per bed are taken off first, and each resident gets an Electricity charge on the next bill.BILLINGSeveral payers and employer billingSay who pays what on each stay. A company pays the rent and the resident the electricity, or the 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.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.