RentalSaaS User Guide

RentalSaaS helps rental agents and apartment operators move from scattered Excel files, WhatsApp chats, notes, and manual follow-up into one organized system for daily operations, finance tracking, reporting, and tenant/company control.

Why RentalSaaS Pricing Open Guides

This system helps you manage

Properties and units
Owners, agents, and tenants
Inbound acquisitions
Outbound leases and bookings
Charges, payments, balances, statements
Reports and tenant subscription control

Why we created RentalSaaS

Many agents and rental operators manage their work using several disconnected tools at the same time: Excel sheets for units and tenants, WhatsApp for follow-up, manual notes for payments, and memory or chat history for lease dates and owner commitments.

That creates common problems:

data is repeated in many places
lease dates are easy to miss
outstanding balances become unclear
source-party commitments are hard to track
payment corrections have no clean accounting history
reports take too much manual work

RentalSaaS puts those daily operations into one workflow so teams can work faster, reduce mistakes, and see the real financial and operational picture in one place.

What the system adds for users

One source of truth
Properties, units, parties, leases, charges, payments, and reports are stored together.

Faster daily work
Staff do not need to search in WhatsApp, separate notes, and multiple Excel files.

Better finance control
Balances, statements, void-with-reason, and reports make money flow easier to follow.

Better management visibility
Managers and owners can see occupancy, outstanding balances, commitments, and performance.

Pricing

First month: free trial

New tenant companies can use the system for the first month without charge.

From the second month onward: IDR 50.000 per user

Why the pricing is worth it

The monthly fee is intended to be much cheaper than the time loss and errors caused by manual tracking.

less duplicated data entry
faster finance review
cleaner payment correction history
better lease and acquisition tracking
faster reporting for managers and owners

Roles in the system

Role	Who this is for	Main access	What they normally do
TenantAdmin	Main admin of one tenant/company	App area	Sets up data, reviews operations, manages company work inside the app
Manager	Operational manager	App area	Oversees properties, units, leases, and reports
Accountant	Finance/accounting user	App area	Charges, payments, statements, expenses, reporting
Staff	Day-to-day operations staff	App area	Maintains records and daily workflow entries

This guide is intended for tenant/company users who work inside the App area during daily operations.

Detailed user guides

Recommended starting order for tenant/company users:
Profile → Properties → Units → Parties → Acquisitions → Leases → Charges / Payments / Expenses → Lease Balance / Statement → Reports

1. Account pages

Profile.aspx — update your full name, phone, city, date of birth, security question, and security answer.
ChangePassword.aspx — change your password while logged in.
ForgotPassword.aspx — recover access if you forget your password.

2. Dashboard

The app dashboard is the main entry point after login. From there, users move into daily operations: property setup, leasing, finance, and reports.

3. Properties module

Pages: PropertyList.aspx, PropertyEdit.aspx

Properties represent the parent context such as apartment, community, building, or project. They are not the actual rentable item.

Create the property first before creating units.
For apartment-style properties, tower information belongs here.
Use this page to define the main property identity used in later modules and reports.

4. Units module

Pages: UnitList.aspx, UnitEdit.aspx

Units are the actual rentable inventory. A property may have many units.

Define unit number, floor, bedrooms, bathrooms, area, and notes.
Set DailyPrice, WeeklyPrice, and MonthlyPrice if you use short-stay or serviced-apartment style leasing.
Display code follows TowerName + Floor + '-' + UnitNumber.

5. Parties module

Pages: PartyList.aspx, PartyEdit.aspx

Parties is the shared people/company table used across the system.

Owner = PartyType 1
Agent = PartyType 2
Tenant = PartyType 3
Create party records before using them in acquisitions or leases.

6. Unit Acquisitions module

Pages: AcquisitionList.aspx, AcquisitionEdit.aspx

This module records the inbound contract that gives your company the right to lease or sublease a unit.

Select the source party (owner or agent).
Enter contract dates, rent-in amount, rent cycle, deposit, commission, and notes.
Enable CanSublease only when your company is allowed to lease the unit out.
Use the settlement summary to review commitment, paid amount, and remaining payable.

Important: a lease cannot be created unless acquisition coverage exists for the requested lease dates and CanSublease = 1.

7. Acquisition Payments module

Pages: AcquisitionPaymentList.aspx, AcquisitionPaymentEdit.aspx

This module records actual outgoing payments made against acquisitions.

Use payment types such as Rent In, Deposit, Commission, Refund, or Other.
These payments feed source-party payout and commitment reports.
This helps replace manual owner/agent payment tracking in notes or spreadsheets.

8. Tenant Leases module

Pages: LeaseList.aspx, LeaseEdit.aspx

Leases represent the outbound booking/rental to the tenant.

Select the unit and tenant.
Choose lease type and dates.
Daily/weekly/monthly rent can auto-fill from the unit pricing.
You can also use PriceYuan, ExchangeRate, and RentAmount.
Hotel-style overlap logic is enforced.

This is one of the most important pages in the system because later finance activity depends on correct leases.

9. Expenses

Pages: ExpenseList.aspx, ExpenseEdit.aspx

Record operational expenses.
Link by property and/or unit.
Add vendor party, category, description, amount, and currency.
Useful for property performance and finance review.

10. Charges

Pages: ChargeList.aspx, ChargeEdit.aspx

A charge means the tenant owes money.
Link charges to the correct lease.
Use charge date, due date, type, amount, and notes carefully.
If a charge is wrong, use void with reason, not delete.

11. Payments

Pages: PaymentList.aspx, PaymentEdit.aspx

A payment means money was actually received.
Payments can be linked to a lease and optionally to a charge.
If a payment is wrong, use void with reason.
This creates safer accounting history than hard delete.

12. Lease Balance

Page: LeaseBalanceList.aspx

Use this page to review the summary of charges, payments, and balance for each lease. It is one of the quickest ways to understand who still owes money.

13. Lease Statement

Page: LeaseStatement.aspx

This page gives the detailed statement for one lease: header summary, charges, payments, and effective balance.

14. Reports module

Pages: ReportHome.aspx, FinanceReport.aspx, LeaseExpiryReport.aspx, OccupancyReport.aspx, PaymentsReport.aspx, ExpensesReport.aspx, OutstandingBalancesReport.aspx, PropertyPerformanceReport.aspx, SourcePartyPayoutReport.aspx, SourcePartyCommitmentReport.aspx

Use reports to review performance, upcoming expiry, occupancy, finance, and source-party payouts/commitments.
Apply filters by period, property, and keyword.
Use export when you need to share or review in Excel.

15. Recommended daily workflow for tenant teams

Morning review: check overdue balances, lease expiries, and property/unit activity.

Operations work: update units, parties, acquisitions, and leases as new business happens.

Finance work: post charges, payments, and expenses on the same day where possible.

Management review: use reports instead of manual spreadsheet summaries.

Next step

New company? Register and start the first-month free trial. Existing user? Log in and continue daily operations.