Rent Tracking: Know Who Paid and Who Is Late

When you add a payment you pick the tenant, the period and the amount. The amount field does not accept decimals, so you never fight with separators or cents; you type a whole number.

There is also a payment date and an optional note. The note is useful for cash collection: paid in person, transfer pending, agreed to pay the rest on Friday. These are your own records, not something the tenant sees.

Once saved, the month's rent record updates. If the amount covers the expected rent the month closes. If it falls short the month is marked partial and the remainder keeps being tracked.

Collecting part of the rent is common in real life. The tenant got paid late, hands over part of it now and promises the rest by the weekend. Most tracking methods break here: the month is either paid or unpaid, and the difference quietly disappears.

Kira Kontrol treats partial payment as its own state. The month appears with a partial label and the amount collected next to it. The remainder feeds into your overdue total, and the reminder message you send the tenant carries exactly that outstanding figure.

When the rest arrives you add a second payment. The two are added together, and once the expected amount is reached the month closes on its own.

• Partial

  Money received but below the expected rent. Collected and remaining shown side by side.

• Pending

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

• Paid

  The month is closed. Excluded from overdue totals and shown as settled in future periods.

Advance payment is normal in yearly leases and seasonal rentals. A tenant brings three months in one go and you should not have to create three separate records by hand.

The payment screen lets you select multiple months. The rent is multiplied by the number of months you picked and the total is prepared for you. Select three months at a rent of 30,000 and the amount field shows 90,000; you confirm and save.

Months paid in advance are closed as paid. When you look ahead in the monthly view, that tenant shows as settled and never appears in the overdue list.

Overdue calculation is based on the payment day you set for each tenant individually. A tenant who pays on the 5th and one who pays on the 25th cannot be treated as late on the same date, and the app respects that difference.

In the current month, a tenant whose payment day has not arrived does not appear as overdue. On the 21st, a tenant with a payment day of the 23rd owes nothing yet. The payment day itself still counts as on time; lateness starts the following day.

Past months work differently: every month left open counts as overdue and balances accumulate. A tenant who has missed two months shows up with a single total, with the number of months noted underneath.

Future months are never overdue. Look at November and you will see the expected rent, but that amount is not added to the overdue figure.

• Before the payment day

  The tenant is pending, not overdue, and is left out of the total.

• Before moving in

  Months before the lease start date are not expected from that tenant.

• After moving out

  No rent is owed for months after the exit, and the tenant leaves the overdue list.

The dashboard summarises the month in four figures. Expected is the total rent due from tenants living in your properties this month. Collected is what you actually received, partial payments included.

Overdue is not limited to this month. It adds up the remaining balance of every month that is due and still open, so it reflects what you are genuinely owed. Monthly expenses is the total you spent on your properties during the same period.

Below those numbers sits a chart of the last twelve months of collection. You can see at a glance which months went well and where collection dropped.

The payments screen lists every collection ordered by the period it belongs to. In multi-month collection all the months share one payment date, so ordering by date would look scrambled; ordering by the period the payment covers keeps it readable.

Year and month filters narrow the list, and you can search by tenant name or property address. Finding what you collected last March takes seconds.

A payment entered by mistake can be deleted. Deleting also updates the month's rent record: the month reopens and the amount returns to the overdue total. You never end up with a record that quietly disagrees with the totals.

Kira Kontrol never messages your tenants on its own. When a payment day arrives the notification goes to you; starting the conversation is your call.

Tenants who have not paid have a reminder button next to them. Tapping it opens WhatsApp with a ready message containing the tenant's name, the month and the outstanding amount. You see the text before sending and can edit it.

This has a practical benefit: the same message does not go to everyone. What you write to a tenant who is late for the first time does not have to match what you write to someone who has been late three months running.

When you increase the rent you update the amount on the tenant's record. The important part is that past months keep their original figures.

Monthly rent records are stored with the rent that applied at the time. If January was 20,000 and the rent became 26,000 in July, the January record stays at 20,000. Looking back shows you the real amounts for each period and your yearly income total does not inflate.

That detail matters when you calculate actual income at year end, or when you need to produce a document covering an earlier period.

Rent does not arrive through a single channel. One tenant transfers every month, another pays cash at the door, a third alternates between the two. A bank statement alone is therefore not enough for rent tracking: cash never appears in it, the reference field rarely says which month is being paid, and two transfers from the same tenant give no clue about which one was a deposit refund.

Kira Kontrol records collection independently of the channel. However the money reached you, the record itself carries the tenant and the month. You can note the payment method if you want, but the tracking works without it.

This also makes year-end income easier to see. Your bank account mixes rent with everything else, while the records in the app contain only rent and are already split by period.

When a flat sits empty no rent is expected for that month. Because the app calculates expected rent only from tenants actually living in a property that month, an empty unit does not inflate your dashboard. Otherwise you would be tracking a receivable that does not exist.

The same logic applies to tenants whose lease has not started yet. You can add a tenant moving in on the 5th of next month today; no rent is expected from them this month and they never appear as a debtor.

Months when a property stood empty also show up in your yearly picture. Looking back you can judge how many months each flat was vacant and what that cost you.