Tenant Tracker

Tenant Tracker

Tenant Tracker is an easy-to-use database that tracks all the information about your tenants that you will need.

Tenant Tracker includes the Tenant's First and Last Name (1), their Unit (2), Home Phone (3) and Work Phone (4).

Click the Dates/Charges tab button (5) to access the following fields:

The date the tenant moved in (6), moved out (7), the lease expiration date (8), what day the rent is due (9) and when it is late (10), the amount of the deposit (11), the Deposit Details (12), the rent amount (13), the late charge (14), and the balance due (15).

Other Recurring Charges (16) can be added to the tenant's record so each month these charges will be automatically added to their rent.

Click the Deposit Details (12) button to reveal additional fields including fields for: the date the Deposit was paid in full, etc. (See below.)

For information on the unmarked navigation and common buttons, click here.

Tenant Tracker 2

Enter the date the Deposit was paid in full in the Dep. Paid field (1).

If the Deposit was paid by check, you can enter the Check # (2)

You can also specify if the Deposit was paid by Cash, Check or Credit Card (3).

When the Deposit is paid in full click the Paid button (4). If you receive a partial deposit click Multiple Pays (5). The default status is Unpaid (6).

You can also keep track of a Pet Deposit (7), the Check # (8) for that deposit and the date the Pet Dep. was Paid (9).

Click the Hide Dep. Details button (10) to hide these fields.

Tenant Tracker 2

Here is what the Deposit Details section looks like when Multiple Pays (1) is selected.

When you click Add Payment (2) you are asked for a date, amount and the method of payment. All this information gets added to the Deposit Payments field (3). You can add any number of payments to this field.

The total of these payments is displayed in the Amount Paid field (4).

Tenant Tracker 2

When you click the Paid option (1), the date is entered in the Dep. Paid field (2), and the Date Returned field (3) and the Depost (Amount) Returned fields (4) are shown.

When you click either the Choose button above the Date Ret field, or the Dep. Returned field itself, you will be asked for both the date and amount returned.

Again, click Hide Details (5) to hide these options and fields.

Tenant Tracker 2

Clicking the Personal Info tab button (1) reveals the following fields:

Additional Lease Name(s) (2) which will be added to all receipts and notices (you can add more than one by clicking the Add More button), the Primary Employer (3), Position in the company (4), any Other Employer (5), E-mail Address (6), and the tenant's SS# or Tax ID # (7) and their Auto License# (8).

If you receive a subsidy from the government for part of the Tenant's rent, click the Rent Subsidy button (9).

Tenant Tracker 2b

Clicking the Rent Subsidy button (1) reveals the following fields:

The Housing Authority ID# (2), Subsidy # (3), Rent Subsidy Amount (4), and the Owner's Subsidy ID#(5).

If your tenant receives a government subsidy for a portion of their rent, enter the portion of the rent you receive from the government in the Rent Subsidy field (4). Filling in the other fields is optional.

Tenant Tracker 3

Payments are automatically added to Tenant Tracker when the Create Invoice button is clicked in Rental Income Tracker. You can view these payments by clicking the Payments tab button (1).

You can add payments to the Payments field (2) by clicking the Add Payment button (3) . You can delete a payment by clicking a payment and then clicking the Delete Payment button that appears. If you change your mind, just click outside the payment field to hide the delete button.

The Payment History Report button (4) creates a balance sheet showing all the dates and payments made by the tenant.

Use the Lease Generator (5) to create a customized lease from the tenant's record. See the integrated Help for more information.

Both the Create RIT button (6) and the Post New Rent button (7) create a new Rental Income Tracker record for this tenant. There is also a View RIT button that appears when you click a line in the Payments field (2). Use this button to go to an existing Rental Income Tracker record.

Tenant Tracker 4

You can enter notes of any length in the Notes field (2) which is accessed by clicking the Notes tab (1).

You might use this field to record birth dates, family members, temporary guests or other information about your tenants.

Use the Other Phones (3) field to note numbers for cell phones, faxes, etc.

Create Late Notices (4) and other Tenant Notices (5) by using these buttons. You can print out Notices for all your tenants with a button provided on the subsequent window. You can also modify the notice and import and export notices for future use.

Use the Rent Roll button (6) to check to see which tenants are due or late with their rent.

You can easily create a new record in Rental Income Tracker by clicking the Post New Rent button (7).

There is an Estimated Departure Date field (8) which you can use to indicate when a unit will be available for rent again. The Check Availability button in the Notes section of Unit Tracker opens the Availability Checker screen which gives you a graphical view of the Availability of all your Units in a time line fashion. This screen also reports any Estimated Departure Dates.

You can add potential tenants and mark them Waiting by clicking the checkbox (9b) provided. Then you can generate a Waiting List Report (9).

Clicking the Tenant Report button (10) takes you to the report screen, where there are several options for displaying and printing tenant information.