Tenant Expenses Automation: Rental & Additional Charges

Tenant Expenses Automation: Rental & Additional Charges

For Automation to occur, ensure the automation processing days in advance is set up (see Settings: Manage Automation of Tenant Charges)
  • Automatic charging is conducted daily at 2am SAT (12pm UTC).
  • If a charge is set for a date that has already passed, the system will automatically process these charges during the next run to keep them up-to-date.
  • On the automation settings page, you can set the auto charge to occur a certain number of days before the first statement date. If the first statement date on your new charge has already passed the set auto charge prior date, PropWorx will still process this charge in the upcoming run. The charge will be applied to the first statement date, regardless of any prior dates set up.

1. Click Admin on the Main Menu. 



2. Click on Customer Files.



3. Select Rental on the menu heading.


4. Click on the File Name to open the file. 



5. Customer File will open. 

Manage Rental Automation

1. Click on Lease on the file tab ribbon bar. 


2. To edit details, click on Edit button.


3. In the “Rental Charge Details Section,” ensure the following mandatory fields are filled to Enable Automatic Charge to automatically charge the rental amount to the tenant statement according to selected frequency. If enabled, add the First Statement Date and End Statement Date (leave blank if the lease will be long-term or ongoing).
  1. Rental Amount (mandatory) and VAT (mandatory)
  2. Charge Frequency (mandatory): Once-Off, Daily, Weekly, Monthly. Quarterly and yearly.
  3. Active Lease (mandatory): This toggle with enable the lease for bulk statement processing. If the lease is to commence in the following month, enable the lease to be Active. If the lease is to commence at a future month, leave the lease as inactive and activate at a later stage. The same applies for tenant's vacating.
  4. Enable Automatic Charge to automatically charge the rental amount to the tenant statement according to selected frequency. If enabled, add the First Statement Date and End Statement Date (leave blank if the lease will be long-term or ongoing).


4. Click Save Changes to update the record details.



5.  In the Tenant Expenses screen, you will find the Rental Charge listed as an automatic charge. If you wish to disable this automation, navigate to the Lease tab and disable the Automatic Charge feature.



Automate Additional Rental Charges

1. Click on the Tenant Charges tab in the file's ribbon bar.



2. Within the “Tenant Charges and Expenses” section, user will either add a new expenses or edit an existing expense:

  1. To Add New: click on the Add button and select the appropriate option based on the charge type. 
  1. To Edit: click on the Edit button () next to the charge you wish to automate.



3. Expense screen will open:
4. Fill in the mandatory fields for the automation:
  1. Charge Frequency (mandatory) is correctly entered: Once-Off, Daily, Weekly, Monthly, Quarterly, or Yearly.
  2. Automatic Charge: is enabled to automatically charge the rental amount to the tenant's statement based on the selected frequency.
  3. First Statement Date (mandatory) and optionally the End Statement Date (if applicable).



5. Click Save to update the record details.



6. In the Tenant Expenses screen, you will find the Rental Charge listed as an automatic charge. If you wish to disable this automation, navigate to edit the charge and disable the Automatic Charge feature.