I need some ideas of a new filing system to log whenever each renter pays their rent, ours is very outdated.?

Our office has over 200 rental properties. We currently have folders set up for EACH renter and when they pay their rent, we have a copy of the receipt and we put it in the folder and mark on the outside when the rent was paid. Problem is, if Renter "A" doesn't pay their rent for a month or two, I have no receipt to put in their folder, and being we have so many folders, I don't come across the fact they aren't paying their rent unless I go through every single folder atleast once a week! The folder is good for keeping information about the house/apartment and about the renter, but there HAS to be an easier way to keep up with these things once a month!

Anyone have any suggestions their office uses, or things you can come up with? Any answers and ideas would be INCREDIBLY apperciated!

We used a computer program spreadsheet to keep track of rental payments. Since rent is due and payable on the first, but doesn't become late until 5PM on the 5th, we generated an automatic late fee notice on the 5th to everyone who had not paid by then. If you don't have a computer, generate your own worksheet. You'll only need 12, one for each month indicating the unit, name and rent for each. Check off on the worksheet the payment, check or money order number and the date the rent was paid. That way, you only have one place to look when determining who has and hasn't paid by the date your leases incur late fees. If you have rents that come in throughout the month, you can still use the worksheet as one stop shopping for rental payment information.

The spread sheet Eskie Lover has in effect in her office is an excellent way to accomplish what you are attempting to do. a one page monthly work sheet.

We purchased a computer program that does the same thing, so you might consider that as alternative,but the spread sheet works very well, you can even work on it from your computer and at a certain time of the month run it to see who has paid like if your due date is the 5th of each month. On the fifth day of each month print the spread sheet to see who has not paid. and file your receipts

My first suggestion would be to get a computer software program to help you. I suggest Yardi or RentRoll. If that is not a possibility, try ledger cards. These stay out of the acutal resident file but are filed together so looking through them only takes a couple of minutes (even with 200 units). Good luck, I feel for you!

An easy way if you cant do it on comp is to get two index card boxes putting all renters on a card and file them in box A. As each renter pays there rent remove card to box B. At the end of due date and grace period look back in box A and see who is left !

We use a software called Notesmith that works real well in our office to keep track of our renters and rent-to-owners and their accounts.

I would set up a system on the internet, with the names of all your renters and when payment is received all you have to do is insert payment date and amount next to their names... this works very well also for expenses incurred for the apartment building.

With so many rental properties the company should invest in having each tenant set up on a computer program. That way when the rent is posted in automatically goes onto thier account and the computer tracks it. We use the AS400 system and the Yardi system.

There are renters programs that can be purchased, I use Quicken home and office for my rental properties but it took me years to get it situated to my particular situation. In any event you need to come into the computer age. My program notifies me with set parameters when someone is late. I am tracking about 50 renters and I cannot imagine trying to track 200 with a manual system ( which I once had) anymore.

Must step up to modern technology. Ask for them to invest in the following softwares: Yardi, Rentroll, or Quickbooks. They are awsome and alert you with reminders as well as flag those who are delinquent. Also generates letters automatically to those behind in rent...and notices of evictions if prolounged.

your filing system does not need to change. Its the way your are putting the information in there that counts. You only noted that you can't tell if a customer has pd rent that month or not because of the way you file the receipt.


create an excel sheet that you can check off in the computer each time someone pays and then file the receipt at the end of the day. This will also allow you to see who has pd - how many times that person pd late - if balance is owed - your the one creating the report so add what information you think is most useful at a glance. Excel can also add and subtract for you

First you are a owner of such properties and the rental is getting to you, all you have to do is open an account on yr computer in alp. forms and reminders, which will automatically update you in all theses regards. You could seperate the payers and non payers regularly.

Why not use a spreadsheet? We did not have a computer, so we used the manual 12 column book for each month and we could see at a glance who had not paid for that month. Could be double work, but, easier than folders for each rental. A computer would make the work a whole lot easier.

I keep track of memberships and dues along with other fees on over 1000 people.

I made up a program on Microsoft Excel. You can see all of your accounts at a glance and print it out as needed.

I could probably make something up for you if you are interested