Apportioned rent

Apportioned rent lets you create a pro-rata rent charge when the rent due date differs from the tenancy start date. For example, the tenant moves in on the 20th of the month, but the monthly rent is due on the 1st going forward. Alto can raise an apportioned charge from the 20th to the end of the month, then raise a full monthly charge from the 1st for the months after.

Initial set up

To use this feature, some default settings must be in place. To edit your default settings, you'll need access to System Administration. Your appointed branch Group Administrator will have access to these functions.

To set up the default settings:

1. Click Tools (the cog) on the main navigation bar
2. In the dropdown menu, click Templates and admin
3. Within System Tools on the side menu, click System Administration
4. Click Branches
5. Click Edit next to the relevant branch
6. Scroll to the bottom of the screen and click Lettings Charges
7. Ensure the items shown in the image below are set to Yes in the Selected column
8. If any items are not selected, click Edit and tick Enabled

New tenancy

When a tenant moves in partway through the rent cycle, edit the First Full Rent Date before producing the charges so Alto apportions the first period. This creates a pro-rata charge from the move-in date to the end of the month, then full charges from the rent due date going forward.

1. Click Progressions on the main navigation bar
2. In the dropdown menu, click Lettings progressions
3. Click the relevant property in the list to take you through to the relevant tenancy
   1. Alternatively, find the property using the Search Lettings bar in the top right
4. In the tenancy progression, click Edit Tenancy
5. The Tenancy Details window opens. Edit the First Full Rent Date if the rent is due on a different date to the tenant's move-in date
   
6. Click Save
7. Back on the progression, click Actions
8. From the dropdown menu, click Add Initial Invoice or Finalise Let to produce the charges
   For more information, see Creating an Initial Invoice for a new tenancy

An example of the charges created for a tenant moving in on 20/01/2026, with the first full rent due on 01/02/2026:

• A single apportioned rent charge for 20/01/2026 to 31/01/2026
• The first full rent charge from 01/02/2026 onwards

Renew tenancy

When you renew a tenancy, you can edit the First Full Rent Date to apportion the rent for the next period, if required.

1. Click Tenancies on the main navigation bar
2. Select the relevant tenancy from Recent & Favourite Tenancies
   1. Alternatively, find the tenancy using the Search Tenancies bar in the top right
3. Click Tenancy on the side menu
4. At the bottom of the screen, click Renew Tenancy
5. The Renew Tenancy window appears
   1. Edit the First Full Rent Date if the rent is due on a different date to the start date of the tenant's new term

Or, from the Progressions screen:

1. With the progression open, click Edit Tenancy
2. Edit the First Full Rent Date
3. Click Save
4. Click Actions
5. From the dropdown menu, click Finalise Renewal

Pro-rata rent charges are created in a similar way to a new tenancy:

• An apportioned single rent charge for the new term
• The first full rent charge
• A single charge for the end of the initial term

New periodic term

When you change a tenancy using New Periodic Term, you can create an apportioned rent charge.

1. Click Tenancies on the main navigation bar
2. Select the relevant tenancy from Recent & Favourite Tenancies
   1. Alternatively, find the tenancy using the Search Tenancies bar in the top right
3. Click Tenancy on the side menu
4. At the bottom of the screen, click New Periodic Term
5. The New Periodic Term window appears
   1. Edit the First Full Rent Date if the rent is due on a different date to the start date of the tenant's new periodic term
6. Click New Periodic Term to confirm your changes
7. A note warns that an apportioned charge won't be created for the end of the tenancy term. Click OK

Pro-rata rent charges are created, without a single charge for the end of the initial term, because a periodic tenancy has no end date for this to be calculated from. For example:

• An apportioned single rent charge for the new term
• The first full rent charge

• Related Help Centre articles that you may find useful.

  First rent charges on active tenancies

  Renewing or editing a tenancy

  Creating an Initial Invoice for a new tenancy