Here's a cheat-sheet we prepared for you to quickly go over when you prepare your Rent invoices monthly. Follow these steps each month to make sure your contracts, fees, and tenant data are all up to date before issuing invoices.
Checklist for monthly rent invoices
Have you had a new Rental Contract(s) this month?
If yes:
- Add new Rental Contracts
Have some of the current Rental Contracts ended?If yes:
- End Rental Contracts - by adding Actual end date in the Rental Contract.
Have there been any Space changes in existing Tenants/Contracts?If yes:
- Add/remove Spaces from a Rental Contract (by creating a new line with the date and Spaces that should be included in the Rental Contract)
- Apply Space size changes in the Space card (with the date and a new Space size)
- Add/remove spaces from Space sets if needed (Building Settings > Space sets)
Add new Contracts
One of the basic things to be checked each month: Are your Contracts up to date?
- Be sure you enter all new Contacts for the month at Assets > Rental Contracts
Contract changes: Rent fee
Using Reports > Contract Deadlines:
- Check Contracts with Indexation for this month before invoicing the rent.
- Update the Rent for such Contracts by clicking its number and adding new Rent fee.
- Also update the next Indexation date.
- Check Contracts with End of Rental Period mark: finish the ones that actually ended, or update deadlines for the still active ones.
Rent and Fees: review the fees
Using Reports > Rent and Fees calculations:
- Make sure all Tenants have Rent fees applied.
-
Check empty sums:
Blue ones are billed for another payment interval (e.g. year)
but white ones without a sum are a sign for you to check!E.g. here you might need to go to Contract, check whether the Rent fee is stated there and add it if not.
- Update Contracts if you had any changes in the Rent fees for some of them, and you see it is not in Report
Final steps
- Use Reports > Tenant Changes to have hints on possible tenant-related changes in rent that you missed to enter
- Once done with both 1) Contract Deadlines and 2) Rent and Fees total sums check, you can move forward with Rent invoices. Click and send info to accounting software integration, if you have one:
Before issuing Rent invoices for a new month ensure that:
- All new Contracts data is in, all ended ones are out
- Indexation and other Contract changes are applied
- Rent fees are up to date
- Tenant changes reflects the actual situation
Explore more articles in the Moderan Knowledge Base. If you have any questions or need assistance, feel free to contact us at support@moderansolutions.com.