Core module
Contracts that expire themselves, cheques that raise their own alarm
The two things a spreadsheet cannot do: notice that a date has passed, and tell somebody about it. Both are the difference between a renewed tenancy and a lost one.
How it works
A contract holds its start and end dates, the annual rent, the number of cheques, the security deposit and the leasing agent. Once the end date passes, the contract expires on its own — nobody has to remember to mark it. If the tenant is still in place, it is flagged as a holdover rather than quietly vanishing from your active list.
Renewal warnings arrive at 90, 60, 30 and 7 days, which is enough notice to have the conversation before the tenant has started looking elsewhere. An expiry-band view groups everything due in the next 30, 60 and 90 days so a manager can see the shape of the quarter at once.
Cheques are tracked individually. Each carries its number, bank, amount and due date, and moves through received, deposited, then cleared, bounced or replaced. The dashboard surfaces what is due tomorrow, due this week, waiting to be deposited, and anything that has bounced.
What you get
- Automatic contract expiry once the end date passes
- Renewal alerts at 90, 60, 30 and 7 days
- Holdover detection when a tenant stays past expiry
- Expiry bands for the next 30, 60 and 90 days
- Cheque statuses: received, deposited, cleared, bounced, replaced
- Action-needed view for due tomorrow, due this week and bounced
- Automatic cheque schedule generated from rent and cheque count
- Replacement cheque tracking against the original
- Email alerts to landlord, tenant or both, each switchable
- Cash and bank transfer payments with printable receipts
- Contract PDF export
- CSV export of every contract and cheque
Questions
Do I have to enter every cheque manually?
No. Enter the contract start date, the annual rent and the number of cheques, and the entire schedule appears: rent split equally with the rounding remainder absorbed by the final cheque, and due dates spread evenly across the lease. Your agent types only the cheque number and bank per row, and on save those rows become real cheque records linked to the contract.
What happens to the accounting when a cheque bounces?
The amount becomes a receivable owed by the tenant, and any invoice payment linked to that cheque reverses automatically. The journal differs depending on whether the cheque had already been deposited: if the bank had credited then reversed it, the bank is credited back; if it was still in the safe, the bank is never touched at all.
Can different people get different alerts?
Yes. There are ten separate notification types — landlord and tenant versions of cheque due tomorrow, bounced, cleared and contract expiring, plus the monthly landlord report and an admin copy of everything. Each is switched on or off independently, and all of them start switched off so nothing is sent until you decide it should be.
Watch it on your own contracts
We load a sample of your real contracts and cheques before the demo, so you see your own expiry dates.
Book a demo