Reconciliation

New tenancies

How to create a tenancy?

Select the Tenancy menu > Tenancies.

Click on the "create" button.

Just fill out the form as follows:

    • Select the property for which you are creating the tenancy.

    • Select the type of tenancy either short term or co-location.

    • Indicate the start date, the end date and the signature date of the tenancy.  


  • Then you need to add the details of the tenancy (Tenancy lines). If there was already a tenancy for the selected property, the details of this tenancy are automatically retrieved:

    • The product: A "rent" type product is required for the tenancy to be valid.

    • The billing periodicity (Monthly, Quarterly, Annual or single)

    • The price: If the product of the line is indexable, the system will also mention the base price which will be used during indexing.



  • If the tenancy has annexes, you can add them here: 



  • Create/ Select the tenant(s):

  • Select the contract. If it does not already exist, the system offers to create it and edit its personal information.

  •  Via this screen, you can also add the people as surety of the tenancy (you will then have to checkbox the "Is caution" )

  • The case of "CC of emails" allows you to determine whether the tenancy communications should be sent to this tenant.

  • The Invoicing rate allows you to set up pro-rata invoicing when you have multiple tenants. By default, the first tenant will have an invoicing rate of 100% and it is he who will be invoiced under the tenancy.



  • If the tenancy includes a bank deposit, you can enter it in the "Bank of the deposit bank" and "Bank deposit" fields located below the tenancy lines. If the deposit is in cash, it must be added to the lines of the tenancy. A product exists to do this. This will create a debt account which will remain open until the deposit is repaid at the end of the tenancy.

  • The "Tenancy Template" is the template document that will be used to print the tenancy.

  • The "starting index" is automatically added based on the date of the signature.

  • The "Invoicing type" is used to determine if you want to generate your rents each month on the day X or the day the tenancy began or if you want to do it the first of the month. By default, the first of the month is selected.

  • The "bank account" used to specify the account on which the rents will have to be paid.

  • Special conditions: If you have special conditions to add to the tenancy, they can be written in this section. These will be added to the printing of the tenancy.

  • Tenant address on the tenancy: By default, invoices are made out to the address of the property. If this section is checked, they will be sent to the tenant's address (for example if the property is rented by a company whose headquarters is not where the property is located).

 


How to quick create a tenancy?

If you need to encode existing property (you just got a new property already having tenants, or you are a new user of YouRENT), it is not necessary to mention all the details of the property to start working.

The "Quick Creation" functionality of the lease allows you to encode only the information that YouRENT needs to manage this already existing lease.
You are free to complete this information at your own pace.

To do this, in the Tenancies menu: Click on “Quick create” and fill in the form.


You can create a property and assign it to a parent property, choose/create a landlord. Select the tenancy type and the invoicing type. Fill in the start, end and signature dates. Select the tenants and at the end enter the information related to the rental prices.



The "Late payment" and "Paid provisions" fields allow you to enter the opening balances of existing tenancies so that the system can take them into account in tracking payments.

Send the tenant candidates on the online form

The tenant encoding phase is often tedious and prone to errors.

In order to save you time in this operation, YouRENT offers to have it carried out directly by your candidate tenants.

You just have to send them to the page xxx.yourent.immo/tenant-signup:



You will receive an e-mail when the tenant candidate submits the form and it will be automatically added to your contact list.

When creating the tenancy, you will just have to select it to add it to your tenancy.




How to validate a tenancy

Types of tenancies  :

YouRENT has created standard tenancies for you that aim to be as exhaustive as possible.

You can see the details of these tenancies in the Configuration> Document Composition menu. The tenancy is made up of a series of blocks, each containing parts of static text and dynamic parts. You can change the tenancy to match your specific needs.

Parametrization

When your tenancy is created, go to the "Tenancy" tab.

This collects all the information from the tenancy to be printed.



  1. Bank deposit: (If the deposit is in cash, it must be in the lines of the tenancy because YouRENT must know that you have a debt towards the tenant. You can do it by using the product "deposit")

  2.  The "Tenancy Template" is the template document that will be used to print the tenancy.

  3. The expert: If no expert is selected, the printed tenancy will state that the expertise is made without an expert.

  4. Animals: authorized or not.

  5. The bank account to which the tenants will have to pay their rents.

  6. The address: On the invoices, the address mentioned is generally of the rented property. However, companies, for example, often request that the address mentioned there be that of the head office. In this case, check this box.

  7. Special conditions: all the specific clauses that you wish to add to the tenancy.

Below the document, if essential information is missing a warning is displayed with a detail of the missing information.

Print or Send the tenancy by e-mail

The Print and "Send by email" buttons allow you to view and send the tenancy to be signed by the tenant.

An email template is proposed by default. You can modify it and attach documents if you wish.

Download the signed tenancy

When the tenancy is signed, add it to YouRENT, drag & drop from your file system to the tenancy opened in YouRENT.