Import Tenants & Units From Excel Spreadsheet

Today we released some updates to SimpleRent to allow you to import both tenants and units/properties by copying & pasting from an Excel spreadsheet, or any tab-delimited data source or file.

To get started, hover over the Tenants toolbar icon or the Units toolbar icon:

And choose Import From Spreadsheet..

The Import from Spreadsheet screen appears:

First make sure the data in your spreadsheet matches the columns required for import (in this case for Units, it's Nickname or Unit #, Address, City, State, Zip) and also make sure the column data is in the correct order.

Then select the data to import by highlighting and copying in Excel:

Step 1: Paste your data into the textbox:

Click the "Format Data" button to format and correct the data.  If your data is correctly ordered and tab-delimited in Excel (or Libre Office, or Notepad, etc.), your data will be organized into columns on screen:

Step 2:

Next, select the owner you want the data to be imported into (if applicable) and then click the Import Units button:

A new unit (or tenant, if you're importing tenants) will be created for each row you have pasted in from your spreadsheet.  If record creation fails for any particular record, you will see the erroneous record counts.  If you're trying to import more units than your current SimpleRent plan allows for (i.e. your current unit count + the number you're importing), a warning message will appear and you'll have to trim the number of records to fit into your plan.

Note: new units will be imported into the Vacant Units tab (since they aren't assigned to any tenants yet), and newly imported tenants will be created under the Prospective Tenants & Applicants tab (since these are new people entries and aren't active tenants yet).


Document Template Builders for Leases, Application Forms, and Electronic Signature!

Today we are introducing a new menu item called Documents:

It has places to store three types of document templates, "Leases, "Applications", and "Letters & Forms".  Here you can add new document templates using the text/html editor.  For example, click Leases and the leases screen appears:

Click 'Add New Lease' and you'll be taken to the 'Add New Document Template' page:

It is here that you can create predefined templates and insert things like form/text fields, radio (choice) buttons, check boxes, etc.

Much like Email Templates, each Document Template can be embedded with database field tags that allow the document to be personalized with individual tenant/person/unit/lease data.

You can also insert a 'signature' line, which (when the document is viewed by a tenant/applicant) will show a space where they can digitally sign their name using the mouse or their finger (on a phone/tablet).

Once you have all the documents you need created, the next thing you'll want to do is to send them to a tenant/applicant to have them sign it online.

To do that, click the Email Document menu item:

This will display the Mailbox screen, with a "New Message" tab preloaded:

You should first select the tenants/applicants you want to send the document to in the "To:" section.  You can also type an email address manually if you haven't already added this person as a tenant or applicant in SimpleRent.  Note that if you send the document to a manual email address and not a pre-defined tenant or applicant record, SimpleRent will email you the completed/signed form, but it will not ultimately save a copy of the completed form to the tenant's profile unless you pre-selected them here.

(Again, you should at least add one property, one tenant/person, and connect them with a valid lease record first before you try this, in order to get the full effect of these new features.)

Next, select the Email Template (if applicable) you want to use - this allows you to save time by not having to enter the subject and contents of the email each time - you can change the contents of this email in the "Email Templates" menu item at the top of the main toolbar:

The email subject and the message body should be displayed:

There is just one thing missing - the link to the Document you want the tenant/applicant to sign. Notice that this screen also has an "Insert Document Template Link" section:

First click into the document to place the cursor where you want the link to be inserted:


Then select the "Rental Application" option and click the "Insert" button.

A link to the document template is inserted into the email body, wherever you had placed your cursor:

Now you are ready to send the document - click the "Send Message" button and the email will be sent to the tenant/applicant.

The tenant will receive an email something like this:

When they click the link, they are taken to an online editable and signable form:

Each of the text fields, radio buttons, checkboxes, etc in the form can be edited by the tenant.  Because this document has a signature placeholder in it, they can also now sign it with their mouse:

When they are ready, the tenant can submit the form using the "Submit Document Now" button at the top - the document is submitted to you:

You will receive the completed document as a PDF that you can print or download.  If you've selected a pre-existing tenant or applicant record when you sent the document, the completed PDF will also be automatically saved to that tenant's profile, in the person details page, on the "Person Files" tab:

Combined General Ledger View of Income and Expenses Together, plus Bank Account Support (Reconciliation)

We just added some new features to SimpleRent to enable you to more easily reconcile your accounting entries and payment history with your bank records.

Most recently, we've added a new General Ledger / Income & Expenses combined view, which combines the existing expenses and income ledgers (don't worry, separate ledgers are still available!):

The "Income & Expenses" menu option will take you to the new screen:

Here you can view income/credits/deposits together with expenses/debits/checks, all on one ledger.  The running balance is also included, to help you make sure your entries match your bank statement.

You can toggle/switch between Bank Accounts using the "all bank accounts" drop-down.

Bank accounts can be added and managed from the Accounting --> Bank Accounts menu.  You can add accounts to represent your operating accounts, escrow accounts, owner accounts, etc.

Every payment, income entry, expense, etc can now be tagged with the bank account it ultimately resides in or was received into:

Hopefully these new features will make your bank reconciliation efforts simpler!

Automatically Schedule Tenant Invoices with SimpleRent

Recently we added a great new feature to simplify and reduce administrative effort & time when it comes to generating invoices, and emailing them to tenants.

In addition to generating and emailing invoices manually with just a few clicks each month, SimpleRent now also enables you to further reduce administration time and effort by automating this task for you.

By using the invoice auto-scheduling features, you can have SimpleRent automatically generate all your tenant invoices, and email them separately (and with a customized email subject and message body) to each tenant monthly or weekly on the day you specify.  This "set it and forget" operation will really put your invoice operations on auto-pilot.  Here's how to enable this feature:

On the Rent Roll page, click the "Schedule automated invoices" button.

The "Schedule Automated Invoices" screen appears:

Toggle "Automatic Invoice Generation" to On to enable this feature.  You can choose between a Monthly or Weekly invoice schedule, and specify the day of the month or day of the week, accordingly.

Email Options

"Email each tenant his/her own invoice" - each tenant will receive a customized email (subject/email body) based on the pre-defined Email Template you choose for the message.

"Email me a PDF of all invoices sent" - sends a confirmation email of the invoice batch run with an attached PDF containing a copy of each invoice that was generated.

Click "Save" to finalize your changes.

Note: emails are sent at approximately 1AM Pacific on the day you have configured.  Invoices will have an "as-of" date based on the day they are generated.

Income Statement Report for Property Management plus other Income Accounting Entry Improvements

Today we are releasing some improvements to our simple to use property management software suite, SimpleRent!

We've just added additions to the Accounting areas - including the following new features:

  • Added an Income area to track "other income" just like expenses
  • A new Income entries listing report
  • Added the ability to map payment / fee types to account codes.
  • We've added a brand new report, the Income Statement (also known as Profit & Loss / P&L)

Income accounting entries:

In addition to tracking expenses, you can now also track 'other income' as well as payments.  Previously, your Payment History was the only source of your records of revenue or income.  While this included rent, fees, and other charges (and therefore the majority of your sources of income), our users indicated the need to track other income and have all income consolidated on one ledger - the Accounting --> Income screen is now that:


Payments are clearly differentiated between Other Income, and payments are also auto-assigned to an Account Code.  Other Income sources are also assigned to account codes individually, just like expenses.  If you make changes to the details of an entry that was the result of a payment, those changes will reflect back and be in sync with what is in the payment history.

Income Accounting Entries Report

Just like expenses, income now has its own printable report.  This report can be filtered however you'd like - by property/tenant, owner, date range, or you can selectively print certain entries or all of them:

Map Payment/Fee Types to Account Codes

Payments in SimpleRent can be from different sources - you can collect rent, late fees, flat fees like garbage collection or storage rental charges, or variable fees like utilities.  Each one of these payments corresponds to a fee, and each fee is tagged with a "fee type".  If you're going to track these payments as part of income, it's nice to be able to categorize those payments under a few standard revenue account GL codes.  We've created a way to "map" payment fee types to account codes, on the Accounting --> Payment Income Code Mappings screen:

Just select the correct revenue account code for each payment/fee type you commonly use.  When these payments are shown on the Income screens and reports, they'll be categorized accordingly.  This will also ensure your Income Statement is collated properly.

Income Statement Report

We've added a simplified, standard Income Statement, also known as the Profit & Loss report:

As always, enjoy these new features!


Improvements to Expenses & Work Orders

We just updated our SimpleRent property management software suite with some great improvements and new features:

  • Changes to work orders to better handle sub-total and taxes.
  • Improvement to the Expenses report.
  • Added the ability to create/link expenses at the time you add a Work Order - here's how:

Now, when you add a new work item to a Work Order, you can of course enter the particulars of the work to be performed, including the vendor doing the work, the sub-total, tax, total for the cost, and more.  You can also check the "Include An Expense Entry for this Work Item" box to also create an expense entry on the expense ledger.

The expense entry created will match the Work summary, vendor, invoice, sub-total, tax and total as you have defined in the work item.  It will also get the expense date, account code, and check/ref # that you specify below.

Note: if you delete the work item later, the associated expense entry will also be deleted.  If you go into the Expenses page and delete the expense item without deleting the work item, the work item will remain, but it won't have the associate expense linked to it anymore.  If you make changes to the amounts, vendor, invoice #, etc in the work item screen, the associated expense entry will also be updated.

Enjoy this handy new feature!