Rent Collection & Arrears

Q: Can the system handle partial rent payments?

Yes, the automation identifies partial payments, updates the arrears balance, and flags the shortfall for follow-up. The tenant is notified of the remaining amount due.

Q: How does the automation avoid sending duplicate reminders?

The system logs every reminder sent and checks the history before composing a new message. If a reminder was sent within the last 7 days, no duplicate is generated.

Q: Will the automation work with our existing accounting software?

The automation integrates with mainstream accounting platforms and can be adapted to your current tools. A technical review during setup confirms compatibility with your system.

Q: What happens if a payment cannot be matched to a tenant?

Unmatched deposits are flagged for manual review and held in a reconciliation queue. A team member investigates and assigns the payment to the correct tenant record.

Keep rent flowing and arrears under control without staff manually chasing tenants every month.

252 hrs

Manual time identified

Companies have mapped

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About This Automation

Rent collection at lettings agencies requires daily bank checks, manual payment matching, and spreadsheet updates to track arrears. Manual processes create delays in identifying overdue rent and duplicate reminder emails.

Automation matches bank deposits to tenant records instantly, flags arrears automatically, and sends escalation notices on schedule. The result is same-day visibility of unpaid rent and consistent follow-up without manual intervention.

Key features:

Match bank deposits to tenant records automatically each day

Flag overdue rent and send reminder emails on schedule

Escalate arrears cases after 7 days without manual review

Update arrears records in accounting software in real time

Generate weekly arrears reports for management review

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual payment matching Staff spend 35 minutes per cycle cross-referencing deposits to tenant records, creating bottlenecks and errors.	80%
2	Duplicate reminder emails Lack of automated tracking results in 15 to 20 duplicate reminders sent per month, damaging tenant relationships.	67%
3	Delayed arrears identification Manual review means overdue rent is not flagged until 1 to 2 days after the due date, slowing collection.	53%
4	Spreadsheet data entry Recording reminders, payments, and arrears in multiple spreadsheets is time-consuming and prone to inconsistency.	40%
5	Weekly manual reporting Compiling arrears reports from spreadsheets takes 30 minutes weekly and delays management visibility.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Rent Due Date Reachedtrigger

The automation checks daily for rent due dates and compares expected payments against bank deposits received. When a due date passes without a matching deposit, the flow starts.

2. Reconcile Bank Deposits

The automation pulls bank transactions from the bank feed and matches them to tenant records, flagging any missing or partial payments automatically.

3. Send Automated Reminder

An automated email reminder is sent to the tenant, referencing the property, due date, and amount owed. The system logs the send time to prevent duplicates.

4. Monitor Payment and Update

The automation continues to monitor the bank feed and automatically updates the tenant's account when payment is received, clearing the arrears flag.

5. Escalate Arrears if Unpaid

If rent remains unpaid after 7 days, the automation sends a formal arrears notice and creates an arrears record with escalation flags for the property manager.

6. Notify Finance Team

A daily summary of all outstanding arrears, payment status, and escalations is posted, giving the team real-time visibility without manual reporting.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

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ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

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Integration and connections guide

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Test and QA plan

100 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a tenant's payment arrives after a reminder has been sent?

The automation detects the incoming payment, matches it to the tenant record, and cancels any pending reminder or escalation notices. The arrears flag is cleared automatically.

Can the system handle partial rent payments?

How does the automation avoid sending duplicate reminders?

Will the automation work with our existing accounting software?

What happens if a payment cannot be matched to a tenant?

View more FAQs

Process pain:9.4/10

Mapped by:4 Companies

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Page updated 10 August 2026