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Get started with Hausing
Get started with HausingFor the tenant/client – submitting a request through Hausing
Creating users
How to create tenant users (customers who use leases)How to create tenant users (customers who use work management/ticketing)Creating an internal user
Tasks
Maintenance tasks managementSetting up work management
Maintenance diary
How to create a maintenance calendar?How to edit and delete preventive maintenance tasks?
Cost calculations
Utility calculations setupMonthly cost sharing and common mistakes
Invoices
How to create invoices?How to edit, delete and credit invoices?Sending invoices to tenants/accounting and common errorsDebt notificationsInvoice settings
Leases
How to add leases?How to end/extend a lease agreement?
Objects
How to add objects and rooms?Meters and their settingsHow to add devices?

How to add leases?

To enter rental leases, you first need to create a building, rooms, and tenant contacts.

When entering contracts for the first time, set up the VAT values: Invoices > Settings > VAT Rates > Add New > Set the name, value, and, if applicable, the VAT code for the integration > Save.

After that, you can proceed to the leases/agreements.

1. ADDING TENANT CONTACTS

  • Open the "Contacts" menu.
  • Click the "Add New" button in the top-right corner. Select whether the contact is a company or physical person and fill in the fields marked with a red dot.
  • If you want invoices to be sent to the tenant from Hausing, mark "Send bills to email" as Yes and add the invoice recipient's email.
  • Set the other invoice settings as needed.
  • Click "Save", and the new tenant contact is created.

2. ADDING LEASES

  • Open the "Leases" menu and select the building where you want to add leases.
  • Click the "Add New" button in the top-right corner.
  • Fill in the required fields marked with a red dot.
  • Add the room(s) associated with the tenant and set the rent for each room.
  • Once all required information is completed, click "Save", and the rental lease is created.

3. DESCRIPTION OF LEASE FIELDS

Lease Number

  • Can be the original lease number, sequential number, or tenant name. The lease number can be displayed on the tenant's invoice if needed.

Client

  • Information comes from Hausing's Contacts. If the contact has not been created, it will not appear in the list. The first 20 contacts are displayed; to search for others, type the desired name in the field.

Client Code

  • If you use an accounting integration, be sure to add this, as it is required for the information to sync with the accounting software.

Building

  • Automatically assigned based on the selected building.

Penalty %

  • Informational field.

Tenant participates only in cost division

  • Check this box only if the tenant does not pay rent but does pay utility costs.

Various Dates

  • Based on the start date of rent payments, Hausing will also begin calculating utility costs.

Invoice Period

  • Choose between month, quarter, or year.

Invoice +/- Current Period

  • Indicates whether the tenant pays for the previous, current, or next period. For example, if using the current period, the invoice generated in July is for July. The next period means they pay in July for August, and the previous period means they pay in July for June.

Payment Deadline Type

  • Specify whether the tenant pays on a fixed date each month or a certain number of days after the invoice is sent. Enter the specific date or number of days in the adjacent field.

Sum rental invoice rows

  • If checked, invoice rows for different rooms are combined into one, showing a quantity of 1, a unit of "month," and the total rent for all rooms.

Deposit and Insurance Information

  • Informational fields.

Room Return Date

  • Informational field.

Comments

  • Any additional remarks related to the lease.

Termination Conditions

  • Informational field.

Rooms

  • You can link all the tenant's rooms to the lease and specify whether they pay a fixed monthly fee or based on rented square meters. The room name appears on the invoice exactly as entered. The room size field is locked and can only be modified in the Objects menu. Articles are essential if you use accounting integration; without them, invoices cannot be sent to the accounting system. Start and end dates are automatically taken from the lease header. If you change the lease dates, always check the room dates as well. You can create different pricing rules for a room, such as agreeing on a lower rent for the first year and a higher rent for the next.

Note: Make sure pricing rule dates do not overlap (e.g., if one rule ends on 29.06.2024, the next must start on 30.06.2024, not 29.06).

Fixed Charges

  • Enter various charges the tenant pays in addition to rent (e.g., fees that do not change monthly or are only due for certain months of the year). These can be added to rent or utility invoices. We recommend setting amounts to be included in the utility sharing menu for utility invoices.

Indexation

  • Choose whether to index all rooms for the tenant or only selected rooms. You can index by a fixed amount, percentage, or CPI (a reminder email with a CPI calculator will be sent before indexation). Choose between manual (you must initiate the process) or automatic indexation (Hausing handles it without your input). Note that CPI cannot be used with automatic indexation.

Files

  • Attach lease-related files, such as the original lease.

Reminders

  • Set reminders for yourself or the tenant regarding indexation or lease termination. When you add an indexation, reminders are automatically created for both parties. If not needed, they can be deleted.

Users

  • Link users to the lease. Users can be added to tenant contacts in Contacts menu.

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