How to track rent payments and unpaid rent

Separate money due from money received

A rent schedule is a list of obligations; a bank statement is a record of receipts. Keep both. In Rentaer, a payment record connects an amount and due date to a property and tenant. Pending rent has not been confirmed as paid. A past due date on an unpaid record is a useful signal to investigate, not proof of a legal breach.

Illustrative example: a $1,200 bill due on September 1 remains outstanding until you confirm receipt. Recording it as paid should follow a bank check, not just a message saying the transfer was sent.

Use a consistent monthly billing day

Open the tenant's add or edit form to choose the bill day. Rentaer's scheduled monthly billing creates pending rent bills for eligible tenants on their configured day. The bill day and notification day are separate settings, each from 1 to 28. Changing a schedule does not mean historical payments have been collected or reconciled.

Monthly billing creates a record—it does not charge a card or move money from the tenant's account. Confirm the new bill appears in Payments and review its amount and due date.

Give tenants a shared view of the history

A tenant who signs in using the email recorded on their tenant record can open My rent to see the paid and unpaid rent shared with that account. They still have access to create their own properties and use the other management pages.

Use the same email consistently. Check it with the tenant rather than guessing. Email invitations and reminders depend on the project's email sender setup; the rent-history page is a separate feature.

Follow up with clear, factual communication

Before contacting a tenant, check for an unrecorded transfer or a mistaken amount. State the due date and amount calmly, give a way to query the record, and keep a note of the conversation. If a formal notice becomes necessary, follow local rules rather than treating an app status as a legal notice.