Rent and invoicing

The rent roll

Every active lease contributes a line: what is due, when it is due, and what has been received against it. The roll is derived from the leases, so it cannot drift from them. Change a rent and the roll changes with it.

Invoices, and how the tenant actually pays

A lease that starts or ends part way through a month is invoiced for the days the tenant holds, on the convention the lease names. The prorated rent calculator shows the three conventions side by side if you want to see which one your wording asks for.

An invoice is issued on the lease's own schedule. How the money comes back is the tenant's business and it varies by country: a standing order sending the same amount on the same day every month, a manual transfer, a direct debit, a card. Dardaris asks for none of them in particular, and it does not ask the tenant to quote anything.

Where a market has a structured reference, Dardaris puts one on the invoice and in the reminder, because when it is there it removes all doubt. Belgium's structured communication is the clearest example:

+++090/9337/55493+++

Treat it as a convenience, not a requirement. Most tenants on a standing order set it up once and never touch it again, so the same reference comes back every month whatever the invoice says, and in most of the countries this product is used in there is no such thing to quote. Reconciliation is built for that, not around it.

Reconciliation

What matters is not what a payment says about itself. It is whether the money that arrived settles something that was open.

Dardaris reads the bank feed and tries, in order:

1. A structured reference, where one is present and valid.
2. An exact amount from a payer it recognises.
3. An amount with a period named in the description, so "rent March" finds March.
4. A recurring standing order: the same amount, from the same payer, on the same schedule it has arrived on before, allocated against whatever is open.
5. A fuzzy payer name, where a transfer says "J. Vanderlinden" and the lease says "Jan Van der Linden", with the amount to corroborate it. A name on its own never closes a match, because parents pay for students and employers pay for expats.

The first pass that fires wins. When placement is switched on and Dardaris is at least as sure as your matching setting, the payment is recorded against the notice and you are told. It never places history, a deposit, a payment you recorded by hand, or one you took off. Anything else waits for you with the reason.

A reference that belongs to the lease rather than to one invoice is treated as what it is. Once the invoice it was minted for is settled, it still tells Dardaris whose money this is, and the allocation falls back to the oldest open invoice first.

Then the shape of the payment is read off the amount. One transfer covering several invoices is split across them, a part payment allocates what arrived and leaves the rest open, and an overpayment sits on the lease as a credit rather than being spread around, because guessing where it belongs is how a rent roll stops being true.

Anything unmatched stays unmatched and appears on the front desk. Dardaris will not force a line into a match to make the screen look tidy.

Which account is watched is set in bank accounts.

When it does not arrive

A notice is called late, and an arrears case opened for it, only once the grace days in your country's rules are over and, where a bank is connected, your bank has reported past the next working day after the due date. Until then it reads as not seen yet. See arrears.

Rent changes on the anniversary if the lease allows it: indexation.