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Charge Rent

The Charge Rent page allows you to draft and charge rent for all active leases in a given period. The system automatically calculates charges based on each lease's configuration and identifies any rent adjustments.

Which Leases Are Included?

For a lease to appear on this page, it must meet all of these criteria:

  • Active and approved - Lease is not terminated or inactive and has been approved
  • Has active lease charges - At least one lease charge is configured and active during the selected period
  • Associated with selected properties - Lease units belong to your currently selected properties

Even if a lease meets these criteria, it may be classified as ineligible for charging based on additional factors (see below).

Lease Eligibility

Leases are automatically grouped into categories based on their charge eligibility status:

Eligible

  • Rent Adjustment - Leases where the proposed charge differs from the most recent charge.
  • Active - Leases where the proposed charge matches the most recent charge.
  • Other - Leases that don't fit into the other categories due to various eligibility issues.

A period whose charges net to $0 is still eligible when individual charges exist. The usual case is base rent fully offset by a free rent concession. Charge Rent creates a Paid receivable so the books recognize potential rental income against Free Rent, with nothing left for the tenant to pay.

Ineligible

  • Recently Inactive - Leases that were active last period but are no longer eligible this period. Common reasons:
  • Lease ended during or before this period
  • All lease charges ended before this period
  • Lease was set to inactive status
  • Already Charged this Period - Leases that already have approved receivables created for the selected period and tied to the lease's charges. You cannot charge again unless you cancel the existing receivables.
  • Active without Charge this Period - Leases that are active but have no expected charge amount. This usually means no lease charges bill in this specific period, such as a quarterly or annual charge in an off month.

Draft vs. Charge

You have two options when creating receivables:

Draft

Creates receivables in Draft status. These receivables:

  • Do not generate bundles or documents automatically
  • Can be edited or deleted
  • Must be manually approved before they become active
  • Are useful for review, verification, or when you need to make adjustments before finalizing

After drafting, you'll need to review each receivable individually and approve.

Charge Rent

Creates receivables in Approved status. These receivables:

  • Automatically generate bundles
  • Generate documents asynchronously (if a Rent Invoice template exists; refresh the page after a few seconds to see generated documents)
  • Are locked and cannot be materially edited
  • Are ready for payment immediately

To materially adjust one of these receivables, you must cancel the existing receivable and create a new one.

Rent Adjustment Notification

When a lease has a rent adjustment (difference from most recent charge), you have the option to generate a notification document for the tenant. You must first configure a Rent Adjustment Notification template in the Manage Templates page.

Indexation Alerts

If you see an alert about pending indexation actions, it means some leases are due for automatic rent increases based on their configured index (e.g., CPI).

Click the alert to review which leases need indexation and take appropriate action.

Address these before charging rent to ensure all rent adjustments are properly reflected in the charges.

Tips & Best Practices

  • Review adjustments carefully - Always review leases with rent adjustments before charging to understand what changed
  • Review the charge summary - Click the icon next to the charge summary at the top of the page for a detailed breakdown showing:
  • Overall totals
  • Charge type breakdown
  • Per-property breakdown
  • Proposed vs. Most Recent comparison
  • Use Draft for extra review - If you want another look at any charges, draft first and review before approving
  • Handle indexation first - Process any pending indexation alerts before charging rent for that period
  • Check property selection - Make sure you have the correct properties selected before charging
  • Monitor "Recently Inactive" - Review these leases to confirm they should no longer be charged