As existing accounts don't get migrated into Alto, you'll need to manually add your first rent charge onto each active tenancy.
Once you have added the first rent charge to an active tenancy, the next date is the one which your tenant is due to pay. You can choose to automatically send an invoice to your tenants when the rent charge is raised. When the next rent due charge is added, Alto will continue to raise the charge at the frequency you have selected, i.e. monthly/weekly/four weekly/annually. This charge will only need to be added once.
This article includes:
- First rent charges
- Invoicing for rent in arrears
- Sending a rent invoice to your tenants
- Shared tenancy charges
All landlord and property initial settings must be set up before adding your tenancy charges.
For more information on setting up Initial settings on a tenancy, click here
For more information on setting up Initial settings on a property, click here
- Click Tenancy on the main toolbar
- Select the relevant tenancy from Recent & Favourite Tenancies
- Alternatively, find the tenancy using the Search Tenancies bar in the top right
- The tenancy Overview screen will open. Click Actions
- In the dropdown menu, click Charge
- Click Add Charge
- The Add Charge for this Tenancy window opens
- Charge Date - Set this as the next date which the tenant is due to pay their rent
- Charge To - This remains as the tenancy at the property address
- Frequency - Set this as the frequency which your tenant agreed to pay rent on their tenancy agreement
- Charge Item - Click Landlord Income and then tick Rent
- Description - It's advised that you don't edit or delete this as it allows Alto to generate the monthly description based on the charge date and the frequency
- Net Amount - Enter the amount you will be charging
- Click OK
You will now be back on the Charges for this Tenancy screen. If automated charging is turned on, you can leave that screen without raising the charge, as Alto will raise it for you automatically when it becomes due.
To keep track of all your un-raised charged, we recommend checking the Charges to Raise report. This can be found in Reporting on the main toolbar, within Property Management Financials.
- The format of the Description can be changed permanently in System Administration. To edit the format, you will need access to System Administration. Your appointed office Group Administrator will have access to these functions
- To check if automated raising of charges is turned on, click Tools on the main toolbar, then System Administration on the side menu. Click Companies and then Edit.
If Stop Automated Charging is unticked, it means that it's turned on and will allow Alto to raise invoices just after midnight on their due date. To edit your default settings, you will need access to System Administration. Your appointed office Group Administrator will have access to these functions
You can change the wording on the recurring rent invoices so that you can invoice in arrears.
For example, if the original charge is:
- Charge Date - 01/01/2021
- Description - Rent for the month SS/SS/SS to EE/EE/EE
This would result in a charge due 01/01/2021 with the Description 'Rent for the month 01/01/2021 to 31/01/2021'.
However, to invoice in arrears, you would do:
- Charge Date - 31/01/2021
- Description - Rent for the month to SS/SS/SS
This would result in a charge due 31/01/2021 with the Description 'Rent for the month to 31/01/2021'.
The above would also work for other frequencies of payments (eg 4-weekly) with modification of the Description.
If you would like to send a rent invoice to your tenants a number of days prior to the rent due date, this can be selected in the Options tab of the rent charge.
- Follow steps 1 - 6 above in First rent charges
- Click the Options tab
- Tick Produce and Send Documents
- In the Raise Days in Advance field, type the number of days in advance which the invoice will be sent
- Click the Charge tab
- Click OK
The Lead Tenant will receive the invoice by their Account Delivery Method as set out on their contact record.
If you wish to raise a charge on a tenancy and split these charges between tenants on a joint tenancy, you can set up a shared charge on a tenancy.
For more information on Creating shared charges on a joint tenancy, click here