Letting Agents - Recording Payments TO the agent from the tenant and then FROM the agent to the landlord
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Overview: You need to record the payment that the tenant made to the agent and write it to an agent account rather than a statement (if you are used to Legacy Landlord Vision). Fees are automatically added to the account and any additional expenses incurred from the agent should be manually recorded in Expenses > Bills and set to the agent account.
Then to reconcile the payment you received FROM the agent to your bank account, record a transfer FROM the agent account TO the bank account. The balance on the agent account should be either zero, or the amount they are holding
Firstly add the agent account to your system -
To do this, navigate to Banking > Accounts > Green + > Add Agent Account
Complete the mandatory fields as a minimum
Letting agent - Name of the Agent
Account Name - This is the name of the agent account you are adding, you will select this account when adding
Commission Fees - The fee the agent charges. Enter as a percentage.
VAT - is there VAT?
Description this is not mandatory but you may like to add one for your reference
ADD ANOTHER FEE - If there is more than one fee
Opening balance - is there an opening balance on this account? if there is enter the date of the balance and the amount SAVE
How to add an agent payment (Tenant to Letting Agent)
There are a few options here and it really depends where you are with your set up and how many invoices need paying.
1- Add manual Payments via Income > Payments
Navigate to Income > Payments > Green + >
From - Select the Tenant
Date - Date of the payments
Amount - Gross rental amount
Paid to - Select the Agent Account you added
SAVE or if you are adding a few payments at once - SAVE AND ADD MORE
*Make Sure the payment amount is the Gross rent amount. The fees are taken off automatically when added to the agent account. A Bill is automatically added for the fees in Expenses > Bills
If there are any additional expenses (fees) then add these via Expenses > Bills > select the Agent account you added
2 - Bulk Payment
Navigate to Income > Invoices
Tick the boxes on the left next to each invoice you would like to pay, select multiple if you need to.
From the green footer select 'Mark As Paid' and select the agent account you created
3 - Individual Payments
Navigate to Income > Invoices
Click on an invoice
Click Allocations tab
Click Add Payment
Add the gross payment amount
Paid to = Agent Account
SAVE
Recording the Payment from the Agent to you (Agent to Landlord)
Navigate to Banking > Transfers > Add Transfer
Date - Date they paid you
Amount - Amount they paid you
From Account - Select the Agent Account you added
To Account - Select the bank account the agent paid in to
The remaining fields are not mandatory but may be useful for your administration
Description
Reference
Contact
Unit
SAVE
LET ONLY
If the tenancy is Let Only:
Set up an agent account as described above but with zero fees.
Then to reconcile the payment you received FROM the agent to your bank account, record a transfer FROM the agent account TO the bank account. The balance on the agent account should be either zero, or the amount they are holding
Firstly add the agent account to your system -
To do this, navigate to Banking > Accounts > Green + > Add Agent Account
Complete the mandatory fields as a minimum
Letting agent - Name of the Agent
Account Name - This is the name of the agent account you are adding, you will select this account when adding
Commission Fees - The fee the agent charges. Enter as a percentage.
VAT - is there VAT?
Description this is not mandatory but you may like to add one for your reference
ADD ANOTHER FEE - If there is more than one fee
Opening balance - is there an opening balance on this account? if there is enter the date of the balance and the amount SAVE
How to add an agent payment (Tenant to Letting Agent)
There are a few options here and it really depends where you are with your set up and how many invoices need paying.
1- Add manual Payments via Income > Payments
Navigate to Income > Payments > Green + >
From - Select the Tenant
Date - Date of the payments
Amount - Gross rental amount
Paid to - Select the Agent Account you added
SAVE or if you are adding a few payments at once - SAVE AND ADD MORE
*Make Sure the payment amount is the Gross rent amount. The fees are taken off automatically when added to the agent account. A Bill is automatically added for the fees in Expenses > Bills
If there are any additional expenses (fees) then add these via Expenses > Bills > select the Agent account you added
2 - Bulk Payment
Navigate to Income > Invoices
Tick the boxes on the left next to each invoice you would like to pay, select multiple if you need to.
From the green footer select 'Mark As Paid' and select the agent account you created
3 - Individual Payments
Navigate to Income > Invoices
Click on an invoice
Click Allocations tab
Click Add Payment
Add the gross payment amount
Paid to = Agent Account
SAVE
Recording the Payment from the Agent to you (Agent to Landlord)
Navigate to Banking > Transfers > Add Transfer
Date - Date they paid you
Amount - Amount they paid you
From Account - Select the Agent Account you added
To Account - Select the bank account the agent paid in to
The remaining fields are not mandatory but may be useful for your administration
Description
Reference
Contact
Unit
SAVE
LET ONLY
If the tenancy is Let Only:
Set up an agent account as described above but with zero fees.
Pay the first rent payment to that account
Raise an expense in Expenses > Bills for the fees and pay that from the agent account
