Add Other Tenant Charges

Beyond the system generated rent charges and late fees, Rentec Direct software offers easy ways to customize those, as well as create your own charges. Whether you decide to create a customized category for product & service charges or simply use the system charges.

There are three options for posting tenant charges:

1. A one-time tenant charge
2. Create recurring charges not associated with a Rent Product (these post only on the date selected and not concurrent with a rent charge that posts prior to the due date), or 
3. Create a Surcharge connected to a Rent Product that posts together in an invoice package that posts the number of days before due you've customized in your settings. 

This article reviews:

• Create Custom Default Products (Charges to Tenants)
• Edit Accounting Defaults if you created a Custom Product for Rent, Common Area Maintenance (CAM), Late Fees, or Undefined charges

• How to Add a One-Time or Recurring Charge

Important System Note:

If you would like the additional charges to post at the same time as rent, there are two options

• Easily create a comprehensive invoice package allowing all tenant charges to post at the same time, using your accounting default he Surcharge How to Setup Surcharges
• Schedule the charge to post with the same default of "Rent". Example: If Rent is scheduled to post 5 days early, schedule the begin date of additional charges to post if your accounting default setting is set to charge rent "x" amount of days before the due date and you want both charges to appear in the tenant ledger in advance, be sure that your transaction has a begin date prior to the rent due date as well. For these individual charges use the instructions below. 

Create Custom Default Products

The system has four default products for tenant charges. You can easily create custom products to use as your default as well as additional charges for your business needs such as parking fees, storage fees with the option to customize the reference number for reports and other financial documentation.

In your Rentec Direct account:

1. Click on Settings
2. Under Financial settings choose Products & Services
3. Click on +Add Product
4. Add a Description for your product or service
5. Use the dropdown to select a Class
6. Enter your preferred Reference Number or allow the system to AutoNumber
7. Click on Save New Product

Once Products & Services are added, they will be available to add as default categories and apply one-time or recurring charges to the tenant ledger. 

Edit Accounting Defaults

The following steps will guide you on changing your Accounting Defaults:

In your Rentec Direct account:

1. Click Settings.
2. Under Financial settings choose Accounting Defaults.
3. Change one or more of the following by using the drop-down menus and selecting your desired product as the default.
   
   

   

4. Click Save Changes when finished.

How to Add a One-Time or Recurring Charge

Posting an individual charge to a tenant's ledger that is one-time or recurring is easy with these steps. 

In your Rentec Direct account: 

1. Click on Tenants
2. Right-click on the tenant and select Post Charge from the menu
3. Enter
   1. The Amount of the charge
   2. Use the dropdown to select the applicable Product / Services
   3. Add a memo if needed
4. Click on Attach Files to add supporting documentation as needed
5. If this is a one-time charge, click on Post Charge
6. If this is a Recurring Charge:
   1. Check the Recurring box
   2. Use the dropdown to select the Frequency
7. Add a memo (example: parking fee, garage fee, utilities) on the memo line. 
   1. If this is a one-time charge leave the Recurring box unchecked. 
   2. If this is a recurring transaction, check the Recurring box then
      1. Use the dropdown to set the Frequency of how often the fee should be posted to the tenant ledger

      2. The Begin / End Date

         Pro Tips:

         * Enter a past Begin Date to enter historic transactions

         * Not indicating an End Date will allow charges to continue until you cancel them

8. Click on Post Charge to save your settings

In this example:

Beginning 04/01/2025 a $95 Utility charge will post to the tenant's ledger every month. If you would like the monthly charge at the same time as Rent, be sure to schedule the charge to post in alignment with your default. Example: If rent is due on the 1st and you have it scheduled to post 5 days early, enter a begin date of 03/25/2025 & post on the 25th of each month.