How to Add Itemized Charges: Late Fee and Maintenance

Base rent isn't always the only amount a tenant owes in a given month. The payment form includes dedicated fields for adding line-item charges that stack on top of the base rent.

The Two Itemized Charge Types

1. Late Fee

If the tenant missed the grace period configured on their Lease, you can add the exact penalty amount here.

• Example: Lease rent is $1,200. The signed contract says late fees are $50 flat. The tenant paid 7 days late. You add a Late Fee of $50. The Total Amount Due becomes $1,250.

2. Maintenance Charge

If a Maintenance Request was flagged as "Charge to Tenant" (e.g., the tenant broke a window through negligence), you can add the repair cost as a billing line item.

• Example: Lease rent is $1,200. Window repair cost $175. You add a Maintenance Charge of $175. The Total Amount Due becomes $1,375.

Stacking Multiple Charges

Both charges can be applied simultaneously. If the tenant is both late and responsible for a repair:

• Base Rent: $1,200
• Late Fee: $50
• Maintenance Charge: $175
• Total Amount Due: $1,425

Best Practices

1. Always cross-reference the lease: Before adding a Late Fee, pull up the Lease Detail View and verify the exact fee structure that was legally agreed upon. Never charge more than the signed contract allows.
2. Document the maintenance charge in Notes: When billing a tenant for a repair, add a note referencing the specific Maintenance Request ticket number (e.g., "Window repair per Ticket #MR-0047. Tenant acknowledged responsibility in writing.").
3. Set the Status accurately: If the tenant pays the full $1,425, mark it as "Paid." If they only pay the base $1,200 and refuse the charges, mark it as "Partial" and document the dispute in Notes.