Qlomack LeaseFlow: units, agreements and rent

Step 1: Create categories (optional)

Choose New category, enter a Name and Kind (Property, Equipment, Vehicle or Other), and choose Add category.

Step 2: Add a unit

Choose New unit. Enter the Name, Category, Branch and Address / location. Under Default terms, set the default rent, Rent frequency and deposit. Choose Add unit.

• Occupancy (available, reserved, rented) is worked out from agreements and reservations. Availability shows it month by month.

Step 1: Create the reservation

Choose New reservation. Pick the Unit, Customer, From and To dates, and Tentative or Confirmed. Choose Reserve.

• Confirmed reservations block other bookings for the same days.

Step 2: Convert it to an agreement

When the customer commits, open the reservation and choose Convert to agreement. Check the rent, frequency and deposit and choose Create draft agreement.

Step 1: Create a draft

Choose New agreement. Pick the Unit and Tenant, and an Agreement template if you use one. Set the Start date, End date, Frequency, Rent per period, Tax % and Due days, then the deposit, late fee, grace days and notice days. Choose Create draft.

• Nothing is billed until you activate the agreement.

Step 2: Activate it

Open the draft and choose Activate, then Activate agreement. The terms are locked, the template text is filled in, and the rent charges are scheduled.

Step 1: Record a payment

On the agreement’s Charges tab, choose Record payment on a charge. Enter the Amount, Payment date, Method and Reference. Charges show as due, partially paid, paid or overdue.

Step 2: Or invoice the charge

With Accounts & Invoicing switched on, choose Invoice on a charge to create an invoice (as a draft, or issued straight away). Payments are then recorded on the invoice and update the charge.

Step 3: Print a rent receipt

On the Payments tab, choose Print receipt next to a payment. It opens in a new tab to print or save as PDF, with the receipt number, tenant, unit, period, amount (also in words), method and reference, and your organization’s details.

• Each payment gets the next receipt number (for example RCT-2026-00001) when you record it, and the number never changes. A voided payment’s receipt is marked Void.
• Payments recorded on an invoice in Accounts & Invoicing get their receipts there.

Step 4: Send a tenant statement

On the Payments tab, under Tenant statement, choose the From and To dates, then Open statement to print or save it as PDF, or CSV to download it. It lists the opening balance, charges, payments and running balance, and the deposit held.

Step 5: Track the deposit

On the Deposit tab, choose Record entry to record the deposit received, and later any refund or deduction.

Step 1: Switch reminders on

An owner or admin turns on Email tenants about due and overdue rent, sets the Days before the due date and Days after the due date, and adds Payment instructions such as your bank account or UPI id. Choose Save settings.

• Reminders are off until you switch them on.

Step 2: What tenants receive

A daily job emails the address on the tenant’s customer record with the amount due, the due date, the agreement and unit, and your payment instructions. Each charge gets at most one email per reminder day, and paid or waived charges are not reminded.

• Tenants without an email address are skipped.
• Charges invoiced through Accounts & Invoicing get that module’s invoice reminders instead.

Step 3: Check what was sent

On the agreement’s Payments tab, Reminder emails to the tenant lists each reminder with its real status: Sent, Waiting to send, Not sent (with the reason) or Not sent — email not configured.

Step 1: Record an inspection

On the unit, open the more-actions menu and choose Record inspection. Choose Move-in, Move-out or Periodic, the date and overall condition, then add checklist items with Add item. Choose Save inspection and add photos afterwards.

Step 2: Log a maintenance request

Choose Log request, pick the unit, enter a Title and Priority. Use Start and Resolve as the work progresses. If the unit is linked to an asset, Raise AssetCare work order sends it to maintenance.

Step 1: Renew

You are reminded when an agreement enters its notice period and 7 days before it ends. Choose Renew, enter the New end date and new rent if it changes, and choose Create renewal draft. Activate the renewal to continue.

Step 2: End or terminate

After the end date, choose Mark ended. To end early, choose Terminate with a date and reason; unpaid future charges are waived.