Lease expenses

Who is this guide for?

For the building or office manager who wants to record fixed monthly expenses on a rental contract (internet, cleaning, security...) and determine who will bear them.

Before you begin

• The classifications come from Finance ← Expense classifications (see explanation), and each classification has a default liability.

Steps

1. Open Building Operations ← Floors ← Details on the apartment.
2. In Tenant Registry click Edit Contract for an existing tenant (or use the Add Tenant form for a new contract).
3. In the Monthly Fixed Expenses (Optional) section, click Add.
4. For each expense: choose the category (example: Internet), write the description if you wish, and the monthly amount (example: 50), then choose who will bear it:
   • From the owner’s share: Deducted from the owner’s share.
   • Of the total rent: It is borne by the office and the owner takes his full share.
   • On the tenant: Added to his monthly rent.
5. Click Save (or Save for the new contract).

Result

When you create an charge each month, these expenses are copied onto it, and appear for payment on the rental card under Landlord Expenses and Disbursements ← Fixed Expenses, and each expense is paid once a month.

Important notes

• The amendment applies to the coming months only; Previously issued charges do not change.
• For each expense, you must choose a classification or write a description, and the amount is greater than zero. The limit is 30 expenses per contract.
• In quarterly or annual contracts, the monthly amount is multiplied by the number of months of payment.
• If what is paid from the owner’s share is greater than what is available to him, his balance becomes negative.

Who is this guide for?

For the building manager who wants to add or modify the fixed monthly expenses on a mobile rental contract.

Steps

1. From Units Open the apartment.
2. In the Information tab, click the pencil icon on the Current Tenant card and Edit Tenant Data will open. (For a new contract use Add Tenant.)
3. Scroll down to Monthly Fixed Expenses (Optional) and click Add.
4. Select Category, and optionally type Description and Monthly Amount (example: 50).
5. Choose who bears the expenses: from the landlord’s share, from the gross rent, or from the tenant. When you choose the classification, the default party is automatically determined and you can change it.
6. Save the form.

Result

Expenses are copied to each month's accrual when it is created, and appear for payment on the accrual under Owner Expenses and Expenses ← Fixed Expenses. What is on the tenant is added to his monthly rent.

Important notes

• If it says “Type a description or choose a classification for each fixed expense” or “The amount of each fixed expense must be greater than zero,” complete the row or delete it.
• The change applies to the coming months only.
• The classification list itself is managed from the web control panel (Finance → Expense Classifications).