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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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.
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.
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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There is now a new iPhone App for RentHQ.
This app has the same functionality as the existing Android app.
You can access the app from the Members Login page of the web site, or you can go to the iPhone App Store, and search for RentHQ.
A quick video showing a few key features of the iPhone app is available here
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The Owner Transaction Summary report, which is normally sent to property owners after each disbursement, is now included as an attachment to the email.
The email will still contain the link URL to access the file online, but the file is now attached to the email as well.
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The disbursement email is the email sent to your property owners when you do your regular disbursement pay out and print the Owner Transaction Summary report.
With this latest update, you can now send attachment files to your owners at the same time as sending the disbursement email.
This means if you have a contractors invoice or a water bill, these can be sent to the owner automatically. All you have to do is specify which attachments you want to send, and then generate your disbursement emails as per normal.
RentHQ has had the ability to created reports as either PDF files or CSV files for a long time.
With this latest release you now also have the option to save it as an Excel file in the xlsx format.
To use this new option, down the bottom right corner of the reports screen, choose Excel as the preferred file format prior to generating the report.
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In RentHQ you can add attachment files to tenants and properties and owners etc. Now with the latest update, you can get RentHQ to email those files to someone such as the tenant or owner they belong to. This is very similar to the way you email report files.
This could be useful for example if you attach a tenancy agreement to the tenant, and then want to send a copy to that tenant via email.
To send an attachment via email, you need to edit the attachment, and press the new Email button (the one that looks like an envelope). You then get to choose who to send it to. RentHQ tries to recommend the most likely recipient for you like the tenant or owner the file is attached it.
For people that use Dropbox or OneDrive for their file storage, you will need to wait until the file has been uploaded to your storage account before you can email it.
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The grid list, which lists things like the cashbook transactions or the list of properties or the list of tenants etc, has been updated.
You can now resize the columns by dragging the column separator in the column heading, and this width is remembered the next time you visit the same screen.
You can sort the data by clicking on the column heading – this is not new. However when you revisit the same screen again now, the chosen sort column and sort direction is remembered and reapplied.