Tracking Rent, Late Fees, Who Hasn't Paid

AppSheet AppSheet Q&A
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Hi everyone,

I am looking for some suggestions on how to set up my data structure.

I manage an apartment complex and have to manually record rent payments made by tenants. I know I could very easily make something that records payments, but I want it to do more than that. Here are some of the problems I am facing.

  • Rent is due at the first of the month. I want to be able to track who has paid and who hasn’t. Note that some people pay a couple of months in advance. I would then set it up to send an email if rent is late.
  • I need rent payments to match up with certain months and certain lease periods. Some people are only here for a few months (one lease period) and some for a few years (multiple lease periods). I want to be able to make sure that each tenant has paid for a full lease period.
  • I would like to be able to record charges for things like damages or whatever that aren’t just the normal recording of rent.
  • We collect first and last month’s rent as well as a security deposit when people lease with us. How can I add that to the mix?

The main thing I want to get working right now is being able to track payments and whether or not people have paid rent for the month. My initial thoughts on the types of tables I should have are a tenants table, a payments table, and maybe a charges table.

This is my first time making an app so any ideas and advice would be greatly appreciated.

1 Like
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You would need to have Tenants (parent table) and child tables Apartments, Payments and Charges.

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  • apartments(property) table
  • tenants table
  • lease(contract) table
  • payments table
  • expense and maintenance table

also if you record furniture and appliances conditions regularly you can ad a table for that and another table for images

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@ibrahim03 What would you recommend for some of the columns in those tables? And then how would you link them together?

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hey, sorry for the late reply, i actually recently made an app just for that usecase, i can share the schema with you :slightly_smiling_face:

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Property Manager App DabaBase Schema
Property Manager App DabaBase Schema1115×829 60.2 KB

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Hi Ibrahim,

I have a similar use case. Animals renting barn space. I need to automate task of tracking rent/populating my spreadsheet. Do you mind sharing the app you built so I can use as a template?

Cheers!

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Use Linktofilteredview() expression to see the views as per your desired conditions or use data slice under the particular table of tanent.