Managing leases

Leases → /leases

A lease is the contract between your organisation and a resident for a unit. It is the billing subject: invoices, statements, arrears, collections and owner statements all resolve through it.

Creating a lease

1. Open the leases list

   Leases → Add.

2. Select the unit

   The unit must exist and be free of an active lease. See Units.

3. Select the resident

   The tenant responsible for the lease. Create the resident first if needed — see Residents.

4. Set the term

   Start date and end date. These drive expiry reporting, renewals and pro-rating.

5. Set the rent and billing cycle

   The rent amount, the frequency, and the day of the cycle it bills on.

6. Record the deposit

   Security deposit amount and terms. See Security deposits.

7. Save, then add recurring charges

   Saving the lease does not bill anything. The lease bills when it has recurring charges — rent plus service charge, garbage, parking and anything else standing.

Importing leases

Use Admin → Bulk Upload with the Leases type to onboard a portfolio. The importer groups and validates rows before committing and records the outcome of every row. See Bulk upload.

The lease lifecycle

Draft → Pending → Active → Under Notice → Ended | Terminated | Expired
                     ↓
                 Suspended

For each status's precise meaning — including the TPS-only Defaulted, Repossessed and Completed — see the full lease-status reference.

Status is what drives occupancy, billing eligibility and arrears. Keeping it accurate is not administrative tidiness; a lease left Active after the tenant moved out keeps billing and generates arrears against nobody.

Editing a lease

Open a lease to change dates, rent, charges or the responsible resident.

Charges on the lease

The lease's charges page shows every recurring charge attached to it, with a phase preview of what will bill and when. Use it to:

• confirm a new lease is billing what the agreement says;
• add a mid-term charge (a new parking bay) without disturbing the rest;
• end a charge cleanly with an end date rather than deleting it.

Increases over time belong in an escalation schedule, not in an annual manual edit.

Renewals

1. Find leases expiring soon

   Run the Lease Expiry Report, or filter the leases list by end date. See Reports.

2. Agree terms

   New rent, new term, any change to charges.

3. Extend or replace

   Extend the existing lease where the parties and unit are unchanged; create a new lease where the agreement is materially different, so each contract's history stays clean.

4. Apply the new rent from the right date

   Set the escalation or the new charge amount effective from the renewal date, not from today.

Ending a lease (move-out)

1. Record the notice

   Set the lease Under Notice with the vacate date, so occupancy forecasting is accurate before the tenant leaves.

2. Stop future billing

   Set end dates on the recurring charges. A charge with no end date keeps billing a vacated unit.

3. Final-bill and reconcile

   Issue any final charges, apply any remaining wallet balance, and settle outstanding invoices.

4. Settle the deposit

   Agree deductions, then refund the balance. See Security deposits and Refunds.

5. Close the lease

   Set the final status: Ended for a natural conclusion, Terminated for an early exit.

6. Free the unit

   The unit becomes available for the next tenancy.

Views and reporting

The leases list supports grid and calendar views — the calendar plots both lease start and lease end per row with a legend, which makes a season's turnover visible at a glance.

Lease-specific reports:

Common problems

Next steps