Start with the contract and the guarantee
Everything that happens later comes from the contract: the rent, the day of the due date, the index of adjustment, the administration fee and who pays which charge. Record these terms in the lease as data, not only as a PDF, so the monthly routine can use them.
Record also the guarantee of the lease, such as a deposit, a guarantor or surety insurance, and its expiry date. A guarantee that expires without anyone noticing leaves the owner exposed. The terms of the contract and of the guarantee depend on the case and on the professional who answers for it.
Monthly billing
Each month the tenant owes the rent and, depending on the contract, charges such as condominium fees or property tax. Issue one bill per month with each item shown on its own line, so the tenant understands what is being charged and the owner can follow what was received.
Rent adjustment on the anniversary
The contract usually names an index and sets the anniversary on which the rent is adjusted. When the date arrives, look up the index of the period, calculate the new value and show it for conference before it takes effect. Check the clause of each contract, because the index and the period can differ from one lease to another.
Administration fee, expenses and charges
The agency is paid through the administration fee, set by contract over each rent received. Expenses of the property, such as a repair approved by the owner, and the charges that the owner pays are recorded per property, with date and amount.
Decide for each charge whether it is passed on in the monthly bill or deducted in the transfer, and apply the same rule every month. Who bears each cost depends on the contract and on the professional who answers for it.
Transfer to the owner with a statement
The transfer is the rent received, minus the administration fee and the expenses. Send it with a statement that shows each line, so the owner can see where every amount came from without calling the agency.
Inspection reports and the annual statement
Make an inspection report when the tenant moves in and another when the tenant leaves, room by room, with photos. Compared side by side, they show what changed and what is only normal wear. Both parties should sign them, and they should stay in the record of the lease.
At the end of the year, give each owner a statement of the rents received and transferred. Which statements the agency must also file with the authorities depends on the rules in force and on the professional who answers for it.
How Verbum helps
Verbum keeps the lease, the money and the conversation with the owner and the tenant in the same record. It has no ready-made lease template: you write yours or upload your PDF, and send it for signature through Clicksign. Some items below are released per customer.
- Monthly rent as one title per month, with pause, end and manual adjustment
- Rent adjusted by IGP-M or IPCA on the anniversary of the contract, with the new value shown before it is applied
- Administration fee by contract, and the charges of each property passed on in the bill or deducted in the transfer
- Transfer to the owner with a statement, from the rent received minus the fee and the expenses
- Move-in and move-out report room by room with photos, signed by both parties, and the guarantee recorded with its expiry date