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.
The full workflow, from trigger to completion.
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.
The automation pulls bank transactions from the bank feed and matches them to tenant records, flagging any missing or partial payments automatically.
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.
The automation continues to monitor the bank feed and automatically updates the tenant's account when payment is received, clearing the arrears flag.
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.
A daily summary of all outstanding arrears, payment status, and escalations is posted, giving the team real-time visibility without manual reporting.
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