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The Rent view is likely the page you'll visit the most in Tenancy Manager, especially if you have multiple letting units.
The Rent view shows a list of all tenancies used in Tenancy Manager, along with the current rent amount due.
Certain things must be set up first for a tenancy to be visible in the rent view. You can see the quick start guide for more information, but briefly, the following must have been set up in a tenancy inside Tenancy Builder:
If you don't see a particular tenancy in the rents view, please go to Tenancies in the sidebar; from the actions button, choose Enable TM Features and enter all the information required:
Several options are available at the top of the rent view, detailed below, working left to right.
If multiple records are selected on the left, bulk actions become available, and an option to copy all the tenant service emails becomes available.
On click, a comma-separated list of all the selected emails will be copied to your clipboard.
You can paste this into any email client to email multiple tenants simultaneously from the same address. For example, you may have a block of four flats and wish to inspect the whole block at once. This way, you can write the same email to all. Be sure not to accidentally share recipient emails with other tenants, and, depending on your email client, you may need to use the BCC field. You can use our Email Campaign feature to send multiple emails, and it supports copied recipients.
You can use the Arrears toggle only to display tenancies with arrears greater than zero. Toggle off to show all records.
You can use the Search to filter records by the contents of the address, name, email and phone fields.
The Refresh button is helpful if you've entered a rent amount or due, but the balance didn't update properly.
Use the Column chooser to display or hide columns in the view.
You can export all tenancies using the Export button, or, if you have selected individual records using the boxes on the left of each record, you can export the selected records. Please note that this export only exports the fields visible in the rent view (which you can change via the column selector).
The Add new tenancy button is the same as if you were adding a new tenancy in Tenancy Builder. Choose the country and add a tenancy as usual.
Clicking the small grey arrow on the left of each record will expand the tenancy to show more information, which can be viewed by selecting the corresponding tabs:
The Rent history tab shows all amounts due and paid, as well as the balance.
From the rent history tab, several actions can be performed.
From the Reminders button (on the left), you can send an email reminder or download a PDF reminder to post or email from your client.
To send reminders, you'll first need to set up your name and address, reply-to email, email footer, and upload your logo (if applicable). This is done in the Settings page found in the sidebar.
To add an amount due or paid, click Add (on the left) and choose due or payment. A new record will be created where you can fill in the details.
If you're importing a long-term tenant into the system, you might consider retaining old payment records and start tracking rents from now on. Alternatively, you could add one amount due and one paid of multiple payments combined rather than hundreds of dues and payments. For example, if they've been in occupation for three years, you could add an amount owing of £20,000 and a payment of £20,000 to make the balance zero (change the amounts to the total due and paid). You must retain the rent schedule from your previous rent tracking system. This saves the need to add all previous amounts due and paid to the new system.
Each record can be edited or deleted using the links on the right. On smaller screens, you may need to scroll to the right to see them.
Display or hide columns in the view using the Column selector.
Select to export the rent history to Excel or PDF.
The Rent increases tab lets you track when and how you last increased the rent. Please note that this does not create forms or send letters; it is for your information only to log the event. Make sure the rent increase has been properly served and has taken effect using the correct legal process for the tenancy before recording it here.
Click Add from the right and enter all details as necessary.
Please note: you must manually edit the rent in the Rent info tab (see next) for the system to automatically add the new rent amount.
The Rent info tab should only be edited when instructed. It contains primary information for our system calculations and adds new rents due.
If you increase the rent, you must edit add the correct amount. Editing the rent here is only a record-keeping and system-calculation step; it does not itself increase the rent legally.
Only change the current rent day or next rent day fields if you are sure you know what you're doing. These fields directly affect how and when our system adds new rents to the tenancy. Please submit a support ticket if in doubt.
You can add tenant invoices and track payments toward them from this tab. You wouldn't ordinarily use this for rent, since that is tracked separately in the rent history tab. Tenant invoices are used for items such as damages at the end of a tenancy.
Add a new invoice using the Add button on the right.
To add payments to a tenant invoice, expand the invoice using the grey arrow on the left, then click Add.
Add or edit notes for the tenancy. Notes can be pinned so they stay at the top.
Sub-meter readings are a unique feature for tracking sub-meter readings, where a landlord invoices tenants for utilities.
When a meter reading is added, a tenant invoice is automatically generated.
Please see the sub-meter readings page for more details.
To stop new rent amounts from being added while keeping the tenancy visible (e.g., to track deposit repayment or outstanding arrears):
This prevents further rent from being added but keeps the tenancy listed.
To remove a finished tenancy from the Rents view entirely:
Alternatively:
The tenancy will be hidden but can be restored by toggling Archived in Tenancies.
To track any outstanding payments after closing a tenancy:
Outstanding balances remain trackable via Tenant Invoices.
For more details, see the Tenant Invoices support page.