Rents, receipts, rent due notices and invoices

Generate rents

For every tenancy agreement, rents and rent due notices are generated automatically on the first day of the month by default, unless you say otherwise. You can set the date on which you want the notice and the rent to be generated, by adding a delay in days before the receipt date. You configure this in the tenancy file.

Create a rent by hand

You can create a rent by hand in the “Finance” section. To do so, add an income and choose the “Rent” type, or duplicate an existing rent.

If you keep to the payment date and the rent periods of the planned schedule, the system will not generate a duplicate automatic rent.

Receipt date and frequency

The receipt date, or frequency (the 1st by default), defines the tenancy period, and you configure it in the tenancy file. If you choose the 1st of the month, for example, the period on the rent receipt runs from the 1st to the last day of the current month. If you choose the 15th of the month, the period runs from the 15th to the 14th of the following month.

Rent generation date

The rent generation date determines when the matching line appears in the “Finance” section. If you choose D-6, for example, the rent is generated 6 days before the receipt date. You configure this in the tenancy file as well.

Payment date

The payment date in the tenancy file is the date by which the tenant has to pay the rent (the 1st of the month by default). It is used to decide whether a rent is late. The system marks a rent as “Overdue” 7 days after the payment date. If the rent payment date is the 6th, for example, the rent is marked as “Overdue” after the 13th.

Document title: notice, receipt, rent receipt

Once the rent is marked as “Paid”, the document becomes a “Rent receipt”.

Where the payment is partial, the document is a “Receipt”. It can be turned into a rent receipt if the landlord records a payment covering the whole rent, or if the tenant’s balance is nil or positive.

Every rent can carry one of the following statuses:

• Paid: the tenant has paid the rent in full.
• Pending: the tenant has not paid the rent yet, but the due date has not passed.
• Overdue: the tenant has not paid the rent, and the due date has passed.
• Partial: the tenant has paid only part of the rent.
• Lost: the rent has not been paid, and it is unlikely ever to be.

Receipts issued in advance and in arrears

Rents and rent due notices are generated in advance by default, that is, at the start of the period. You decide when to record the payment and produce the rent receipt.

When you create the tenancy, you can also choose to generate rents in arrears, that is, at the end of the period.

You can also set the rent generation date when creating the tenancy to D+X, where X is a number of days. For a receipt date on the 1st, which generates a rent running from the 1st to the 31st, the “D+20” setting triggers generation 20 days after the start of the period, so around the 21st.

Invoice or receipt, and numbering

When you create the tenancy, on the “Receipts” tab, you can choose whether the payment document is labelled “Receipt” or “Invoice”.

You can switch on numbering for invoices. The numbering can be:

• Separate, unique to each tenancy agreement;
• Global for the landlord.

You can also set a prefix (FA23-, for example), and an automatic counter is appended to it.

If you change the prefix on the tenancy, the counter is reset and starts again from 1. This is useful when you change the prefix every year, FA2023-, FA2024- and so on.

You can use date and numbering tags to automate the format of your document numbers. When the document is generated, these tags are replaced automatically by their value.

Available tags:

• DD/MM/YYYY → 31/12/2025
• YYYY-MM-DD → 2025-12-31
• YYYY → 2025
• NNNN → 0001

Example:

• Format: FA-YYYY-NNNN
• Result: FA-2025-0001, FA-2025-0002, and so on.

First rent for a part month, pro rata

If your tenancy starts on a date other than the 1st of the month, you can set up a first part-month rent, which does not cover a full month.

You have several options:

• You can set it when creating the tenancy by filling in the dedicated fields. The part-month rent is then created along with the tenancy agreement.
• If a rent has already been generated in the “Finance” section, you can edit it and adjust the dates and amounts.
• You can also add an income of the “Rent” type by hand in the “Finance” section.

Here is the formula for a part-month rent: monthly rent / number of days in the month x number of days of occupation.

Alternative address on the receipt

A tenant takes the address of the rented property by default, but the address on the receipt sometimes has to differ from the address of the property let.

To set an alternative address, follow these steps: go to the “Tenancies” section, edit the tenancy concerned, click the “Receipts” tab, then select “Invoicing address”. Tick the box and enter the tenant’s correspondence address in the field provided.

Add an extra amount to a rent

You can add extra amounts to a rent. These lines can be of two types, “Rent” or “Charge” — cleaning, parking, taxes and other one-off payments, for example.

To do so, simply fill in the details in the “Other charges” section. You can add them to a rent already generated in the “Finance” section, or when creating a tenancy. If you add them to a tenancy, these payments appear on the tenancy agreement and on every rent receipt and rent due notice that goes with it.

Record a payment

Once the rent has been generated in the “Finance” section, you can record one or more payments, whether the tenant’s payment or housing benefit and allowances received directly. To do so, use the “Record a payment” option in the actions menu on the right.

For each payment or receipt recorded, you can enter the following information:

• The amount,
• The payer,
• The payment method,
• The date received.

Send the rent receipt and the rent due notice

Tenants invited and connected to Rentila

Tenants you have invited who have access to Rentila automatically receive an email notification (you can switch this option on or off in the tenancy file) as soon as their rent is generated in the “Finance” section. The email contains a direct link to download the document, either the rent due notice or the rent receipt.

Once the payment is marked as “Paid” in the “Finance” section, you can send the rent receipt yourself with the “Send the rent receipt” action on the right. The system sends the notification email again, with the direct download link for the document.

Tenants not connected or without an email address

For tenants who have no email address, or who do not want to accept the invitation, you can:

• Download the document (rent due notice or rent receipt) as a PDF and send it by email from your own mailbox.
• Download the document (rent due notice or rent receipt) as a PDF and send it by post.

Customise the rent receipt and the rent due notice

You can customise the logo and add a signature from the “My account” section. If you have several landlords in the “Multiple owners” section, you customise the logo and the signature on each profile.