Rent Roll

Rent Roll (/admin/rent-roll)

The Rent Roll is the money-and-occupancy hub. It has eight tabs: Availabilities · Unit Map · Residents · Payments · Expenses · P/L · Deposits · Reports. This entry covers the first four; see the companion entry for Expenses, P/L, Deposits and Reports.

Availabilities tab

Shows every unit with its current occupancy and availability date. Remember the golden rule: availability is date-driven.

• Future availability date → the unit shows "From [date]" and can be reserved for after that date.
• Past or empty date → "Available Now".
• Resident on month-to-month → occupied indefinitely until they file a move-out notice; do not promise the unit to anyone.

Use this tab to answer "what can I offer a prospect for July?" Edit availability details from the unit itself (Properties → building → unit) — this tab is the overview. Buildings that are hidden from the public site or archived are left out, in both the grid and the Units view.

Buildings of some owners are left out by default: that is the Owner is not … pill. Remove it, or choose buildings with + Filter → Building, to include them.

The Available Units view lists the rooms you can offer now or from a confirmed date: "Available now", or the date a filed move-out notice frees the room. Add + Filter → Include possibly available to also see rooms that may free up but are not confirmed. They carry an amber Possibly from [date] badge, the same wording the public site uses. That date is either the end of the resident's current contract, while it is still further away than the notice window, or a departure the resident told you about without filing a notice. Neither is certain: the resident may renew month-to-month or change plans, so do not promise these rooms. Once the date arrives without a notice, the room drops off the list, and residents already on month-to-month without a notice never appear. Available In counts the days to either kind of date, and the count above the list includes possibly available rooms only while the filter is on.

Unit Map tab

A visual grid of each building's rooms, color-coded by occupancy. Fastest way to see at a glance which rooms are occupied, free, or turning over in a given building.

Residents tab

One row per resident (reservation), with a derived status:

The Inbox and OTA Inbox show a linked resident's status in the same words and colors.

The Stay column reads move-in → contract end (hover it for a later arrival date). Move-Out stays a column of its own, because a notice can fall after the contract end, and the deposit is split into Deposit and Net Deposit.

Click a resident to open their drawer: a header with their status and key facts, their household, contract and fees, payment history, adjustments, documents and move-out state (the reservation drawer — see Reservations). Common per-resident actions:

• Rent adjustments — one-off or recurring additions/discounts to a month's rent (e.g. compensation, prorated corrections). Adjustments prorate automatically on partial months.
• Rate changes — if rent changes mid-tenure (renewal at a new price), record a rate period rather than editing the base rent, so past months keep their historical price.
• Campaign discounts — discounts from campaigns are shown on the resident and applied to their monthly rent for the campaign duration.

Payments tab

The rent ledger — one row per expected payment (monthly rent, charges, move-in invoices), with columns for property, unit, name, email, type, amount (plus Received and Diff when the money received differs), due date, method, status, paid date, move-out, deposit and reminder state. + Filter adds type, status (overdue and to-review included), method and staff to the Building and Period filters; Clear all clears Building and Period too.

Statuses: pending (not yet paid) → paid (money received). Bank-transfer and Wise payments can sit in a verifying state while an uploaded proof is checked. Overdue pending rows are your follow-up list.

How rent rows appear: the system generates each month's rent from the resident's contract (base rent + utility + building maintenance where applicable, minus discounts). Move-in and move-out months are prorated automatically by day. When a resident's move-out date changes, affected rent rows are prorated or restored automatically — never hand-edit amounts to simulate proration.

Charges billed with rent: some charges (e.g. a repair fee agreed to be collected with next month's rent) are merged into the rent invoice, so the resident pays one amount. The rent row shows the merged charge in its breakdown. Overnight-guest fees are always separate and due on the guest's check-in date — they never merge into rent.

Marking payments:

• Card / PayPal payments mark themselves paid automatically when the amount collected is exactly what is owed. A PayPal payment for a different amount, or one PayPal is still processing, is held for review instead: the row stays unpaid with a note showing what was collected, staff get an email, and the resident is told not to pay again. Check the amount (or wait for PayPal to complete the payment), then mark it paid or refund the difference. If you set a PayPal-paid row back to unpaid, its PayPal order and capture IDs move into the row's note, so you can still reconcile or refund against them at PayPal.
• Bank transfer / Wise: the resident uploads proof from their portal; it is verified automatically (amount + recipient). Verified → paid. Unclear proofs stay in verifying for staff review.
• Cash: mark paid manually when you receive it (cash pickups can be scheduled as appointments).
• PayPay: residents can pay via the building's QR code where configured; mark paid on confirmation.
• Security deposit: pays the bill from a past stay's deposit — only for a resident whose earlier move-out report is finalized and whose deposit has something left (see Move Outs). It cannot be edited in place; Reset Payment returns the money to the deposit.

Reminders: rent reminders and charge reminders are emailed automatically (charge reminders go out at 13:00 JST). The Reminder column shows what has been sent. Late fees for overdue rent are assessed automatically by the late-fee job.

Do not "fix" intentional mismatches: occasionally a row is deliberately off (a documented overpayment credit, a historical correction). If a number looks wrong, check the resident's timeline and ask a manager before editing.