Start a Lease - Assigning Existing Customers to their Units

Created: 2/20/2023


When getting started with Unit Trac, our team is available to upload your existing customers contact information and then the customer can be assigned to their unit(s) and the invoice can be set-up properly.

Please note: If you have a customer who is past due or paid ahead in the future, contact out team and we can walk you through starting the lease so that the invoicing is correct. 

After the customer information has been uploaded, go to Go to Customers > My Customers and click on the customer's name.  From there, click on Actions > Start a Lease.

Step 1: Lease Type - eLease or Standard?

- If you have enabled eLease functionality, you will have the option to send the lease for eSignature (left side) or to enter it as a standard lease (right side).  

*Generally, when assigning an existing customer to their unit, you will select “Start Standard Lease” if the eLease has been enabled.

* If you have not enabled the eLease (and want to, click here), your first decision will be within customer details below.

Step 2: Customer Details

- Because the customer information has been uploaded, you can simply click on “Continue” on the “Customer Details” page.

Step 3: Lease Details

- Enter the start date when you want to begin invoicing in Unit Trac. Do not enter the original start date. 

*If you have a customer who is past due or paid ahead – we can review different directions for their lease details.

- Select the unit number from the list of available units.  The rental rate will auto-populate based on your standard rates, but can be adjusted to the rate that the customer is paying.

- Adjust the invoice periods as needed.

- Click Continue.

Step 4: Confirm
This screen gives you a lot of flexibility as you begin a new lease. The unit number, start date, and rate will be listed, with the invoice items below.  

- The invoice items will automatically include a deposit or administrative fee (per your business settings) and one month rent.  If you would like to make any changes, click the gray “Edit Items” button.  Each invoice item will now offer an 'Edit' and 'Delete' button.  

- If you wish to delete an item so it does not appear on the invoice, click the red “Delete” button.

- To adjust in any other way, click the Edit button.  Now you can change the name of the item, the amount, or strike through it.  In this case, the item will be viewable on the invoice, with a line through it and without contributing to the total.  Click Save.

- In some instances, you may need to click the "Add Rent" to get the invoice created to represent the current balance due.

- When the invoice items are correct, click Continue.

Step 5: Payment

- The Record Payment Now button will be selected automatically.  Confirm the payment date, amount, and payment method.  

*You may also record a payment separately if a deposit was paid previously.

- Record Payment Later will allow you to mark the paid-through date to any date you choose so that you can record a payment at a future date.

- Ensure the paid-through date is correct and adjust if need be. *The paid through date is important as this determines when a customer will be invoiced next (i.e. paid though May 31 and then the customer will be invoiced on June 1.)

- List any payment notes.

- Click the green 'Finish' button.  

*If a customer has multiple units, repeat the steps above as needed.

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