Rental contracts and the collection calendar

Rental management brings income in a month with no sales, but past ten contracts the question of who paid when cannot be held in memory. When you save a rental contract in PropOrdo, the collection calendar is generated by itself and late payments become visible.

1. Create a contract

From the left menu go to Rental Contracts and press + New contract. The fields:

• Title: such as “Oba 2+1 — Yılmaz family”.
• Property: chosen from the portfolio.
• Tenant and Owner: from Contacts.
• Start and End: the end can stay empty (open-ended); if filled, a renewal warning comes 60 days before.
• Rent, Currency (TRY, EUR, USD…), Deposit.
• Collection day: which day of the month rent is expected. Period: monthly or otherwise.
• Review rule and Review rate (%): how the annual increase is applied, with the cap rate if there is one.

Press Save and the screen says “N collection dates created”: one due-date row has been opened for every period across the contract term.

2. The collection calendar

Collection calendar opens from the “⋯” menu on the contract row. Columns: Due date, Amount, Paid, Status. When the rent arrives, press Collected on that row; if you marked it by mistake, Undo. A row past due and unpaid shows as “late” with the number of days.

Four numbers at the top of the screen summarise the agency's rental side: Active contracts, Monthly rental income, Late collections (amount and number of due dates), Ending within 60 days. If late collections is not zero, it is the first item at the month-end meeting.

PropOrdo does not hold or collect money; the tenant pays the owner or the agency and you record it. This is a deliberate limit: an agency holding client money is a separate legal responsibility.

3. The review period

If a review rule was entered, the due date on which the increase applies is highlighted at the contract anniversary, and you inform the owner in advance. The legal cap on residential rent increases in Türkiye has changed from period to period; verify the current rate and your compliance against the regulations or with a specialist, because PropOrdo does not calculate it for you. After applying the increase, update the rent field; subsequent due dates are created at the new amount.

4. Property management packages

The Property Management screen under Rental Contracts defines the management agreement you have with the owner: which property, which scope of service, the monthly management fee (fixed or a percentage of rent), the start date. This record is the agency's recurring revenue line and feeds Profit & Loss.

The Service Requests screen records repair, maintenance, cleaning and renovation requests from tenants: request opened, passed to a tradesperson, completed, owner informed. Every request is linked to the property and the contract; “when did we fix that boiler?” is answered in one click.

5. End of contract

When a contract ends, set its status to “Ended” or “Terminated”; do not delete it. A deleted contract's collection history stays in the Recycle Bin but disappears from daily work. For a renewal, create a new record; the old one stays in the history and is the evidence for the “you have been with us three years” conversation with the owner.

Checklist

• Every active tenancy has a contract record and a collection calendar.
• This month's due dates processed, late collections known.
• Owners informed for contracts approaching their review period.
• Management packages defined under Property Management.

That completes the Month end course and the Academy. The next step is to run the daily routine from the In the field course with your team for a week; the reports start to speak at the end of the second month.