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

   Champ	Obligatoire	Description
   Building	Oui	Determines the rooms offered.
   Room	Oui	What the lease is signed against.
   Bed	Non	Required when the room has active beds.
   Tenants	Oui	At least one. Mark exactly one as the representative — that name appears on invoices.

3. Fill in the term and money

   Champ	Obligatoire	Description
   Start date	Oui	Invoices generate from this date onward.
   End date	Oui	Drives renewal reminders and the upcoming vacancies report.
   Sign date	Oui	When the lease was signed.
   Billing date	Oui	The date the first invoice is raised from.
   Payment period	Oui	How often invoices are raised: monthly, quarterly, and so on.
   Payment day	Non	Day of the month, 1–31. Only available when enabled in General settings.
   Price	Non	Rent agreed. Defaults from the room but is independent of it once saved.
   Deposit	Non	Held separately from rent. See Deposits.
   Lease number	Non	Your own reference.
   Reference code	Non	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

   Champ	Obligatoire	Description
   Promotion months	Non	Number of discounted months, 0–60.
   Promotion price per month	Non	The discounted rent for those months.
   Promotion deposit	Non	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.