Delinquency and eviction workflows
Late rent, handled.
Build your late-rent process once. Unit Trac works it every morning for every tenant who falls behind, and stops the moment they pay.
- Reminders by text and email.
- Certified mail, tracked.
- A record of every step.
Example: a past-due lease moves along a ruler of days, and each step lights up as it runs: a reminder on Day 5, a late fee on Day 10, a certified letter on Day 30 and the auction milestone on Day 60.
Nobody opens a storage facility to chase rent.
Most tenants pay after the first nudge. For the rest of your self-storage delinquency list you need a process you follow the same way every time, and can show that you followed.
The workflow
Every step, on the day you chose.
A workflow is a list of steps and the number of days between them. It starts by itself when a lease is the number of days past due that you pick. Drag through this example, and try paying at any point.
The example has six steps: a friendly reminder on Day 3, a late fee on Day 7, a past-due notice on Day 15, a certified letter on Day 30 that waits for your OK, a to-do for your staff on Day 45, and the auction milestone on Day 60, which also waits for your OK. Gate access is paused on Day 10.
- Day 3Text delivered: "Hi Alex, Unit A-09 at Elm Street Storage is 3 days past due. Your balance is $85.00."
- Day 7Late fee, $15.00, added to the account.
- Day 15Email "Your account is past due" sent and opened.
- Day 30Approved by Dana W. Printed, mailed and delivered.
- Day 45"Call A. Brooks" is on your staff's to-do list.
- Day 60"Unit A-09 can go to sale" is waiting for your OK.
-
Day 3MessageFriendly reminderAutomatic Not neededText delivered: "Hi Alex, Unit A-09 at Elm Street Storage is 3 days past due. Your balance is $85.00."
-
Day 7FeeLate fee, $15.00Automatic Not neededLate fee, $15.00, added to the account.
-
Gate rule · Day 10
Gate access pausedAccess restored. Set by your gate integration, not a workflow step. -
Day 15MessagePast-due noticeAutomatic Not neededEmail "Your account is past due" sent and opened.
-
Day 30Certified letterNotice of LienWaits for your OK Not neededApproved by Dana W. Printed, mailed and delivered.
-
Day 45To-doCall the tenantFor your staff Not needed"Call A. Brooks" is on your staff's to-do list.
-
Day 60MilestoneReady for auctionWaits for your OK Not needed"Unit A-09 can go to sale" is waiting for your OK.
This is an example. You choose the steps and the timing, and your state's lien law sets the rules you have to follow.
Building blocks
Build it from six pieces.
Send a message
An email or a text, or whichever the tenant prefers, with their name, unit, balance and days past due filled in. Attach a document if you need to.
Mail a certified letter
Unit Trac prints it, mails it and tracks it.
Add a fee
Put a charge on the account on the day you choose.
Give your staff a to-do
"Call the tenant." "Cut the lock." It waits on someone's list until it is done.
Mark the auction milestone
A reminder, on the right day, that the unit can go to sale.
End the lease
Close it out and free the unit.
Certified mail
The letter goes out. You never touch an envelope.
Attach your lien notice. Unit Trac prints it, mails it by certified mail and follows it to the door. The receipt is saved on the lease, and the next step waits until the letter has been delivered.
A Notice of Lien slides into a certified-mail envelope, the label goes on, and tracking moves from Printed on Aug 30 to Mailed on Aug 30, In transit on Sep 1 and Delivered on Sep 3. The receipt is saved to the lease.
- PDF notices of up to 10 pages.
- Tracking and the mailing receipt are kept with the tenant's lease.
- Available in the United States. $15 per letter.
Control
Let it run, or have it ask first.
Each step runs by itself, or waits for you. You decide step by step.
Automatic
It happens on the day.
Wait for my OK
It stops and waits until you approve it.
Wait, and tell me
The same, and Unit Trac lets you know it is waiting.
Waiting for your OK
3-
A. Brooks, A-09Day 30Certified letter, Notice of LienApproved Skipped
-
J. Rivera, B-02Day 20Add fee, $25.00Approved Skipped
-
L. Chen, C-11Day 30Certified letter, Notice of LienApproved Skipped
For a single tenant, without touching anyone else's process:
- Approve
- Skip
- Reschedule
- Pause
- Resume
- Change a step
- Turn it off for this lease
Paid means stopped.
When the balance is paid the workflow ends by itself, or asks you to look at it first if you prefer. A tenant who pays at midnight is not mailed a notice in the morning.
Before: A. Brooks is $100.00 past due at step 3 of 6. After a payment at 11:52 PM: paid in full, workflow stopped, gate access restored, and the remaining steps are not needed.
Flexible
One process for most. A different one where you need it.
Set a workflow for everything. Give a unit size its own, such as vehicle parking. Or choose one for a single lease. The most specific one wins.
Changing a workflow never changes one that is already running. Tenants who are partway through finish on the steps they started with.
The record
What was sent, when, and when it arrived.
Every step keeps its history: who approved it, when it ran, what went out, and when it was delivered. It lives on the lease, next to the documents themselves.
Lease Management-
Aug 5, 8:30 AM
Friendly reminder sent by text. Delivered.
-
Aug 10, 8:30 AM
Late fee added, $15.00. Automatic.
-
Aug 15, 8:30 AM
Past-due notice sent by email. Opened Aug 15, 9:12 AM.
-
Aug 30, 9:02 AM
Certified letter approved by Dana W.Notice-of-Lien-A-09.pdf
-
Aug 30, 2:14 PM
Notice of Lien mailed. Receipt attached.Mailing-receipt-A-09.pdf
-
Sep 3, 11:40 AM
Certified letter delivered.Delivery-confirmation-A-09.pdf
Where everyone stands, without opening a file.
On the map, A-09 is a third of the way through its workflow, B-02 is halfway and C-11 is nearly done. Interactive Map
It works with the rest.
Good to know
- You choose the steps and the timing. Unit Trac does not give legal advice, so check your workflow against your state's lien law.
- The workflows are part of every account. Certified mail is the one thing that costs extra: $15 per letter, in the United States only.
- The auction itself is yours to run. The milestone step tells you when it is time.