Monthly Rent Tracking: A Whole Month on One Screen

Month and year selectors sit at the top of the screen. You can look back at past months or ahead at future ones. The current month opens by default.

The table shows one row per tenant, with their name, the property address, the rent expected that month, the payment status and the outstanding amount. Tapping a name takes you to that tenant's profile.

Tenants with neither an expectation nor a collection do not appear. A tenant who has not moved in yet, or a former tenant whose exit has passed, never clutters that month's table.

Payment status is one of three values. Paid means the month is closed. Partial means money arrived but fell short of the expected rent, with the collected amount shown alongside. Pending means nothing has been collected yet.

This three-way split is far more useful than a single paid or unpaid flag. Knowing who paid half at month end calls for a different response than knowing who paid nothing at all.

The remaining column shows what is still owed for that month by that tenant. For settled months it stays empty.

• Paid

  The month is closed and excluded from overdue totals.

• Partial

  Money received but short. Collected and remaining shown side by side.

• Pending

  Nothing collected. Counts as overdue once the payment day has passed.

Three summary boxes sit above the table. Expected is the total rent due from tenants living in your properties that month.

Collected is what you actually received. Partial payments count, and so does a payment from a tenant who has since moved out, because the money genuinely arrived.

Overdue is the remaining balance of months that are due and still open. Look at a future month and this box reads zero; rent that is not yet due cannot be late. In the current month only tenants whose payment day has passed contribute to it.

Overdue is calculated per tenant. One tenant paying more than expected never masks another tenant's debt, so the figure reflects what you are genuinely owed.

The monthly view is not only a report; it is a working screen. Every row with an outstanding balance carries two buttons.

The first records a payment. Tapping it opens the payment screen with that tenant and that month already selected, so you only type the amount and save. When you return to the list the row is updated without a page refresh.

The second sends a reminder. It opens WhatsApp with a ready message containing the tenant's name, the month and the outstanding amount. You see and can edit the text before sending; the app never messages tenants on its own.

Selecting a past month shows you that period as it really was. One detail matters here: monthly rent records are stored with the rent that applied at the time.

So if you raised the rent in July, looking at January shows January's rent, not today's. Past months are never rewritten retroactively and your yearly income reflects reality.

Tenants who have since moved out still appear in the months they lived there. A tenant who left in May is present when you look at March, because in March they really were in the flat and rent really was expected.

When a tenant leaves mid-month, the full rent is not expected. Entering the exit date makes the app prorate that month's expectation by the number of days lived there.

For a tenant leaving on the 10th of a thirty-day month, the expected amount becomes a third of the rent. The monthly view shows that prorated figure in the row, not the full rent.

In later months the tenant is absent from the list and never appears as overdue. A leftover record cannot make them look like a debtor months afterwards.

The PDF button at the top turns the period's table into a document. The period is named at the top, followed by expected, collected and remaining as a summary.

Then comes the tenant-by-tenant table: name, property, status, expected and paid. The document can be printed or emailed.

This report is particularly useful for jointly owned property. If you manage a flat together with a sibling, sharing the document beats having the conversation at the end of every month.

The monthly view pays off most when it becomes a habit. In the last days of the month, opening the screen and looking at the pending and partial rows is all it takes to see what is still open.

You send reminders to the ones who came up short from the same screen. You record arriving payments from the same screen. When the month closes the table turns green and that month's work is done.

Next month's records are created on the server automatically; you never open a month by hand. All you do is enter what you collect.

• See what is open

  Pending and partial rows are the only list you need at month end.

• Remind from the same place

  A ready message, one tap, no need to look up the number.

• Record from the same place

  When money arrives you settle the row immediately.

The two perspectives complement each other. A tenant profile shows one person's behaviour over time: do they pay reliably, which months did they miss, what have they paid in total. That view helps when renewing a lease or deciding whether to ask for a guarantor.

The monthly view shows a cross-section: every tenant in one specific month. That view is what you need for month-end accounting and cash flow.

Using both is the most effective approach. When you spot a shortfall in the monthly view, tap the name to see whether this is a first occurrence or a pattern, and pitch your reminder accordingly.

The period selector looks forward as well as back. Move to next month and you see who you are expecting money from and how much. Months already paid in advance show as settled; the rest are listed with their expected amounts.

That is enough of a picture to plan the following month. If a loan instalment, a service charge or planned work is coming up, you can see in advance whether incoming rent will cover it.

Overdue always reads zero in future months. Rent that is not yet due is not a debt, and keeping that distinction is what makes the figure trustworthy.