Add Attachments to Mail Merge Letters Sent via Email

When sending a mail merge letter to a tenant or an owner, it is sometimes helpful to attach additional files such as supporting documents. For example if you want to invoice the tenant for an expense, and you want to show them the original invoice.

This is now possible. After generating a mail merge letter, you can press the Email button. A new popup screen will appear allowing you to choose the attachment files to send with the email. The attachment files must already be attached to the owner or tenant the letter is being sent to. The popup window also allows you to over-ride the default email address and subject if required.

This is only available when emailing a single letter. If you are bulk emailing letters, this functional is not available. Also due to technical limitations, this function is not available when sending emails via Outlook.

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Company logo in mail merge letters sent via email

Mail merge letters can contain the company logo. These are included in the print and on screen views of the letter.

By popular request, the logo is now also included in the emailed view of the letter. Previously company logos were excluded from the email.

However a lot of email programs will choose not to show images in emails, so some people will not see the logo unless they choose to also download images. This is a function of the email program, not RentHQ.

Small formatting improvements have also been made to the email view of the letter to make it look more like the on screen view.

Note due to technical limitations, logos are not included in the email view of the letter when the letter is sent via Outlook using the Windows 10 app version of RentHQ.

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Extra Charge and Rent Increase Mail Merge Letters

The RentHQ mail merge facility has been extended to include more purpose specific mail merge templates. You can now create tenant mail merge templates for receipts, inspection reminders, rent increase notifications and extra charges.

When you create a new mail merge template, you now get to choose what the purpose of the template is. Based on the purpose selected, the list of insertions changes based on that purpose. For example a rent increase notice will include the date the rent increases and the new amount. The extra charge letter includes the extra charge date and amount and description.

Existing receipt and inspection reminder letters are upgraded automatically.

A rent increase letter can only be printed by going to the Rent Change details screen from the tenant details screen.

An extra charge letter can only be printed by going to the Extra Charge details screen for a specific extra charge. This letter could be used to create an invoice for that extra charge.

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Custom Fields on Work Orders

You can now add your own custom fields to work orders. So you could for example add a date when the contractor is supposed to start the job or when the job is scheduled to be completed.
To add custom fields, go to Functions/Setup/Custom Fields. Add a new field, and choose to make it a Work Order specific custom field.
Once you have set up the custom fields, they will be available on the Work Order details screen.

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Keyboard date entry in the Windows 10 app

With the release of version 2.7.5 of the Windows 10 app version of RentHQ, you can now enter dates using the keyboard as well as using the mouse to select using the drop down.
This make data entry quicker for people who prefer to do everything with the keyboard without having to reach for the mouse. It is also a lot quicker when you need to enter an older date from a few years ago, as you don’t have to scroll back though many months using the mouse to find the date you want.

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Marketing your Vacant Properties

As part of renting properties, we often find ourselves needing to find new tenants for our vacant properties. We are not earning money while they are vacant.

With the latest version of RentHQ, marketing gets a bit easier, especially for people with their own web sites.

On the property details screen is a new Marketing tab. This enables you to add marketing photos to your properties. On the Functions/Setup/Options screen is another Marketing tab. This contains a special URL which shows all your vacant properties on a map, which people can click on to get further property details, and to view your photos. They can also apply online to rent your properties. You can embed this map on your own web site if you have one.

Also the Vacant Handout report now shows property photos if you have added photos to the property marketing tab.

The easiest way to see all these new features is to watch a new video tutorial.

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Automatic notes log generated when sending emails

If you send an email to a tenant or owner, RentHQ will now automatically record this activity in the notes against the tenant or owner.
For example, you may have created a mail merge letter for a tenant or owner, and you chose to email it to them. We will now automatically record this as a note against the tenant or owner. The note with look a bit like this…
[Email] send to XXX@YYY.com : EmailSubject
The same applies if you generate a report and send it to the tenant or owner automatically. This includes monthly owner summaries or tenant invoices etc.
This also applies to any report you manually send to the tenant or owner. For example you have have generated a Tenancy Tribunal report, and chose to email it to the tenant. It also applies to an Extra Charge invoice.
All these additional notes will make it easier to create an audit trail if you need to find out what email you have sent, who they were sent to, and when.

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Email Extra Charge Invoices with Additional Attachments

Often when we create an extra charge for a tenant, it is because we have an invoice we want them to pay, such as a water bill or a repair bill. So when we email the tenant the extra charge invoice, it would be good to be able to also send them a copy of the original invoice we want them to pay.

This is now possible. Here is how you do it.
– First you need to add the original invoice as an attachment against the tenant.
– Next you need to create the extra charge.
– After creating the extra charge, choose the Generate Invoice button on the extra charge screen.
– After the invoice has been generated, use the Email icon to email the extra charge invoice to your tenant.
– On the ‘Send Report to Email’ screen, go to the Attachments tab, and tick the attachments you want to send to your tenant along with your extra charge invoice.

Note – this option is not available if you are using Outlook to send your emails.

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Send RentHQ Reminders to your Email Inbox

Although the dashboard screen in RentHQ is a great way of keeping track of important events, sometimes an email reminder can also help.

You can now opt in to daily and weekly email reminders by going to the Functions / Setup / Options screen and then the Notifications tab.

Daily email reminders will send an email when a new event occurs such as when a rent review is due or a lease is expiring or someone has added a reminder note. With rent review and lease expiry notifications the email will normally arrive 60 days prior to the actual due date.

Weekly reminders will be sent every Monday, and will contain a list of event which need reviewing but have not been completed yet. An example could be a rent review. A rent review will remain on the weekly reminder email until the rent review is completed and the rent review date changed or cleared. Weekly emails also contain reminder notes and lease expiry notifications.

If a property has a property manager defined, and that property manager has an email address, then tenant and property related notifications can be sent to the property manager involved, otherwise they will go to the email address specified on the options screen.

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View Previous Inspection Results During Current Inspection

When you record the results of an inspection, you can now view the comments and star rating of the same room/attribute from the most recent inspection for the same property and tenant.
This means for example, if the kitchen needed cleaning last time, you can check if the tenant has remedied the issue this time.
There is also a button which enables you to copy the previous comment and star rating to the current inspection. So if nothing has changed, a single button click will duplicate the previous result for that attribute.
This applies to the desktop software as well as the Android and iOS apps.
This functionality is not available if you are using the mobile apps in offline mode. It also does not apply if this is the first inspection for this tenant/property.

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