financialv1.0

Rent Charge → Payment → Receipt

Rent Collection

Full cycle from posting a rent charge, receiving payment, handling partial payments, applying auto-late-fees, and generating a receipt.

Property ManagerTenantAccountant

⚡ Trigger: Monthly rent due date reached or manual rent posting

Post Monthly Rent Charge

System or manager posts the rent charge to the tenant account on the 1st of the month.

Role: System / Property ManagerTrigger: Monthly schedule or manualAction: Rent charge created in AROutput: Open charge on tenant account

Tenant email: Rent due notice

Tenant Reviews Charge

Tenant logs into portal and sees outstanding balance.

Role: TenantTrigger: Charge visible in portalAction: Review charge detailsOutput: Tenant aware of amount due

Payment Received?

Decision

Is payment received by the due date?

Role: SystemTrigger: Due date passedAction: Check payment statusSLA: 48h

✅ Yes → Step 4 - Record Payment❌ No → Step 7 - Apply Late Fee

Record Payment

Manager or system records the incoming payment against the tenant account and matches to the open charge.

Role: Accountant / Property ManagerTrigger: Payment receivedAction: Payment recorded, matched to chargeOutput: Charge marked paid or partially paidSLA: 1h

Tenant: Payment confirmation

Full or Partial Payment?

Decision

Was the full amount paid?

Role: SystemTrigger: Payment appliedAction: Compare payment to charge

✅ Yes → Step 6 - Generate Receipt❌ No → Step 8 - Track Balance

Generate Receipt

System auto-generates a payment receipt and sends to tenant.

Role: SystemTrigger: Full payment matchedAction: Receipt generated and emailedOutput: Closed charge, GL entry posted

Tenant: Payment receipt PDF

Apply Late Fee

If payment not received by due date + grace period, system automatically applies late fee.

Role: SystemTrigger: Grace period expiredAction: Late fee charge added to tenant account

Tenant: Late fee applied notice

Track Outstanding Balance

Partial payment applied. Remaining balance tracked. Follow-up reminder scheduled.

Role: Property ManagerTrigger: Partial payment processedAction: Balance tracked, follow-up created

Manager: Partial payment alert