Leases

Before you start#

• The room exists and is active, and its beds exist if you rent per bed.
• The tenant exists — at least one is required on the form. See Tenants.
• The services you will charge exist for that building. See Services.
• The meters are attached to the room if any service is metered. See Meters.

1. Create a lease#

1. Open the form

   Go to Leasing → Leases and press (+), or convert a reservation.

2. Fill in the location and parties

   Field	Required	Description
   Building	Yes	Determines the rooms offered.
   Room	Yes	What the lease is signed against.
   Bed	No	Required when the room has active beds.
   Tenants	Yes	At least one. Mark exactly one as the representative — that name appears on invoices.

3. Fill in the term and money

   Field	Required	Description
   Start date	Yes	Invoices generate from this date onward.
   End date	Yes	Drives renewal reminders and the upcoming vacancies report.
   Sign date	Yes	When the lease was signed.
   Billing date	Yes	The date the first invoice is raised from.
   Payment period	Yes	How often invoices are raised: monthly, quarterly, and so on.
   Payment day	No	Day of the month, 1–31. Only available when enabled in General settings.
   Price	No	Rent agreed. Defaults from the room but is independent of it once saved.
   Deposit	No	Held separately from rent. See Deposits.
   Lease number	No	Your own reference.
   Reference code	No	External reference, if you cross-reference another system.

4. Add the services

   Services inherited from the building appear here. For each one set the quantity, the coefficient and, for metered services, the meter and its opening index.

   Check the opening index on every metered service. A wrong opening index bills the tenant for consumption from before they moved in.

5. Optional promotion

   Field	Required	Description
   Promotion months	No	Number of discounted months, 0–60.
   Promotion price per month	No	The discounted rent for those months.
   Promotion deposit	No	Reduced deposit, if agreed.

6. Save

   The lease becomes active on its start date and begins generating invoices on its billing cycle.

2. Sign it#

Generate the lease document from a template and sign it electronically, so the signed copy lives with the record instead of in someone's email. Templates are managed in Documents and signature blocks in Signatures.

3. Handover at move-in#

Record the handover against the room's assets. That list is what a move-out deduction will be argued from.

4. Renewal, transfer and termination#

Creating a second lease for the same tenant instead of renewing splits their history in two. Deposit and debt reports then show two half-relationships and neither reads correctly.

5. Terminating#

1. Agree the end date

   Set the actual move-out date on the lease.

2. Complete the handover

   Check the room against its assets and record damage.

3. Raise the final invoice

   Include the part period, unpaid balances and damage charges.

4. Settle the deposit

   Deduct what is owed, refund the rest. See Deposits.

5. Clear any credit balance

   Apply it to the final invoice or refund it. See Credit balances.