Admin → Units → /units
A unit is the billable physical space: an apartment, a shop, a room, a parking bay. Everything financial ultimately attaches to a unit through a lease, so unit data quality decides how good your occupancy, revenue and arrears numbers are.
What a unit record holds
| Group | Fields |
|---|---|
| Identity | House number, name, block, branch, main unit (for sub-units) |
| Classification | Type, category, classification, occupancy type |
| Physical | Size, beds, water meter number |
| Commercial | Is managed, points, notes |
| Derived | Status, active leases, all leases, residents and resident count |
| Financial | Total invoiced, total paid, total due, prepaid amount, wallet balance |
The financial figures are computed from the ledger, not stored on the unit — they always agree with the invoices and payments behind them.
Adding a unit
Open the units list
Admin → Units → Add.
Identify it
House number or name, and the block it sits in. Use a naming convention and stick to it — "A101" and "A 101" and "Apt A101" become three units in a report.
Classify it
Type, category and occupancy type. These drive occupancy reporting and which units appear in which lists.
Record the physical details
Size and beds feed reporting and pricing comparisons. The water meter number links the unit to its smart meter.
Set management and ownership
Whether the unit is managed by you, and which owner it belongs to. Ownership drives owner statements.
Save
The unit is now selectable when creating a lease.
Importing units
Use Admin → Bulk Upload with the Units type to create many units at once from a spreadsheet, with validation and a per-row outcome. See Bulk upload.
The unit detail view
Opening a unit gives you the whole picture in one place:
- Header — identity, block, type and current status.
- Financial KPIs — total invoiced, total paid, total due, prepaid, wallet balance.
- Residents — who is currently associated, in which role.
- Leases — active and historical, with dates and status.
- Transactions — the unit's invoices and payments.
- Documents — anything attached to the unit.
Occupancy
Occupancy is derived from lease status, not typed in. A unit is occupied when it has an active lease; it becomes available when that lease ends.
Filter the units list by occupancy and lease status to answer the questions that actually come up:
- Which units are vacant right now?
- Which leases end in the next 60 days?
- Which units have an active lease but no recurring charge? (These bill nothing.)
Full lease-status reference
Leases and units share one lifecycle lookup:
| # | Status | Meaning |
|---|---|---|
| 1 | Draft | Being prepared; not yet effective. |
| 2 | Pending | Awaiting signature, approval, or initial payment/deposit. |
| 3 | Active | In force; billing is ongoing. |
| 4 | Under Notice | Still active, but a future vacate or termination notice has been issued. |
| 5 | Suspended | Temporarily paused — disputes or special conditions. |
| 6 | Defaulted TPS | Tenant Purchase Scheme contract formally in default. |
| 7 | Repossessed TPS | TPS property repossessed by the owner. |
| 8 | Ended | Reached its natural end and concluded normally. |
| 9 | Terminated | Ended early — breach, agreement, or enforcement. |
| 10 | Completed TPS | TPS contract fully completed with ownership transfer. |
| 11 | Expired | End date passed without formal closure or renewal. |
| 12 | Cancelled | Voided before becoming active. |
Views
Units support the standard view switcher:
- Grid for filtering and export.
- Calendar for date-shaped questions — lease starts and ends plotted per unit, with a legend.
Editing and retiring units
Edit a unit from its detail page. To take a unit out of service — renovation, sale, demolition — change its status rather than deleting it. Deleting a unit that has billing history breaks statements, aging and owner reporting.
Common problems
| Symptom | Cause and fix |
|---|---|
| Unit not selectable when creating a lease | Wrong branch, or the unit already has an active lease. |
| Occupancy figures look inflated | Leases in a status that counts as occupied but should not (typically Pending or Expired leases never closed out). |
| Unit financials do not match the tenant statement | Check whether you are reading a parent unit's rolled-up totals. |
| Two units for the same physical space | Naming inconsistency at import. Consolidate future leases onto one; leave history alone. |