07 Toolkit · Management
Tenant Management Toolkit
Manage tenants, rent, deposits and maintenance.
Overview
Rent is easy to track until the second tenancy. Then it becomes a question of which month, which property, and whether the part payment in March was ever made up.
This toolkit keeps a tenant register with contact and occupant details, a rent schedule generated from each tenancy's terms, and a running position on what is due, received, partially received or overdue. Deposits are tracked separately through their life: held, deducted against, and refunded, with reasons recorded.
Maintenance requests attach to the tenancy they arose under, so when a tenant moves out you can see what was raised, what was fixed and what it cost.
What you end up with: A clear rent position and a deposit trail you can defend.
Who it is for
- Landlords with tenants in place, and property managers running tenancies on an owner's behalf.
Features
Everything this resource tracks, grouped the way it is laid out.
Tenants
- Tenant register Contact details, alternate contact and occupant count.
- Employment and references Occupation, employer and the references taken.
- Emergency contact Who to contact if the tenant cannot be reached.
- Identity reference The identity document reference recorded at onboarding.
Tenancies
- Tenancy terms Start, end, notice period, lock-in and escalation.
- Rent terms Monthly rent, due day, maintenance charge and deposit.
- Agreement reference The agreement this tenancy runs under.
- Status Active, under notice, upcoming or ended.
Rent
- Rent schedule A row per period, generated from the tenancy terms.
- Received and outstanding What was received, when, and what remains.
- Partial payments Part payments recorded against the period they belong to.
- Overdue position What is overdue, by how long, and against which tenancy.
- Late fees Late fees applied, where the agreement provides for them.
Deposits
- Deposit register Amount held, when received and under what reference.
- Deductions Deductions with the reason and supporting reference.
- Refunds Amount refunded, the date and the mode.
Maintenance
- Requests by tenancy Maintenance raised during each tenancy.
- Cost attribution Who bore each cost — owner or tenant.
Included resources
Files delivered with this product.
- Xlsx Tenant Register Tenants with contacts, references and occupant details.
- Xlsx Rent Schedule Period-by-period rent with received and outstanding position.
- Xlsx Deposit Tracker Deposits held, deducted and refunded, with reasons.
- Xlsx Maintenance Log Requests attached to the tenancy they arose under.
- Pdf Tenancy onboarding checklist What to collect and record when a tenancy starts.
Questions about this product
TrustBrick does not collect, hold or transfer rent or deposits. This toolkit records what was agreed and what was paid; money moves directly between the parties.
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