To generate an invoice for a customer for multiple months, access their customer profile.

On the Current Rentals section, click the Edit Rental button and choose Edit Information option.

In the window that appears, enter how many months for which you’d like to generate an invoice in the third field.

Click Save. You can invoice up to 12 months in advance.

You have two options to transfer the ownership of the unit:

1. Move-out the current customer, and move in the new customer.
2. Edit the customer name and details in the customer profile, and have the new customer sign a new lease.

Contact us at support@deeprent.ai to generate a new lease for the new customer.

Once the invoice has been generated, you can view it in the Line Items tab.

You will see all of the invoices generated in that tab, including the invoices for previous months.

Alternatively, you could also view the invoices of a customer from their User Profile, under Billing.

The Customers Tab contains a list of all customers at your facility, including their email address, rented unit, status, and outstanding balance.

Clicking on a customer's name in the list will open the customer's profile.

The profile page gives you quick access to information about your customer's , such as their phone number, email address, number of units occupied, rent prices, notes, and move-in or move-out dates.

The Dashboard Tab is the default starting point in your software. It provides a great overview of what’s happening at your facility. The top part displays month-to-date information related to revenue, customers, occupancy, and overdue.

• Revenue: This bar graph will show your total revenue for the current and previous months.

• Occupancy:  This graph shows the percentage of occupancy each month.

• Overdue Invoices:  This section is a summary of past due customers and numbers of active rentals. The pie graph shows up to four categories of information:
  • 0-30 days past due
  • 31-60 days past due
  • 61+ days past due
  • Not yet due

The lower part displays number of rentals, autopay and move in and move out:

• Rentals and Auto Pay: This section shows the total number of customer rentals and the percentage of customers that are on autopay.

• Move In and Move Outs: This section shows the list of customers who recently moved-in and move-out.

The Emails Tab provides a convenient way to streamline your communication with the tenants by offering pre-designed email templates for various purposes.

Upon accessing the Emails tab, you will find a list of emails sent, status, recipients, and date of when were the emails created.

Adding Email Templates

You can add a new email template by clicking the Email Template button.

Then, you can click +Add Email Template button to create an email template.

A form will appear, prompting you to provide complete information for the new template, including the subject, content, and any relevant details.

Once you have entered the required information, click Save to add the new template to the list.

Edit Templates

To make modifications to an email template, you can click on the "Edit Email Template" button associated with the template.

This action will redirect you to the complete details of the template, allowing you to customize the content according to your specific needs.

Search 

You can use the search bar to quickly locate specific email templates by entering its name.

This feature enables you to efficiently find the desired template, saving you time and effort.

The Import Tab provides a convenient way to upload customer lists from external sources.

Upon accessing the Imports tab, you will find an option to choose a file to upload. The supported file formats for upload include CSV and XLSX. To upload a customer list, click on the Import button.

The Insurance Options Tab offer customers a selection of insurance plans to choose from to protect their belongings while using your storage facilities.

Upon accessing the Insurance Options tab, you will find a comprehensive list of available insurance plans. Each insurance option is listed with relevant details such as the coverage details, and price.

Edit and Delete

You can find two buttons located at the right side of every invoice entry.

To make changes to an existing insurance option, click on the Edit button associated with the respective option. 

If an insurance option needs to be removed from the list, simply click on the "Delete" button. Exercise caution, as deleted options cannot be recovered.

Search Insurance

Use the search bar to quickly locate specific insurance options by entering the content value. This feature enables you to efficiently find the desired insurance option, saving time and effort.

Adding Insurance

To add a new insurance option, click on the +Add Insurance button. A form will appear, prompting you to enter complete information for the new insurance option, including the coverage details and the insurance price. Once you have filled out the required fields, click Save to add the new insurance option to the list.

The Line Items Tab in your software allows you to manage invoices associated with your customers. 

Upon accessing the Line Items Tab, you will see a list of invoices processed for each tenant. Each invoice entry includes essential details such as status, type, description, tenant name, amount, and date it was created. This view allows you to quickly assess the billing status for each tenant.

Edit and Delete Invoice

You can find two buttons located at the right side of every invoice entry.

To make modifications to the invoice, you can click on the Edit option with a pencil icon. A new form will appear with the complete details of the invoice. You can click on Save if you are done with the edits.

If you need to remove an invoice, simply click on the Delete option with a trash can icon. Please note that deleted invoices cannot be recovered, so use this feature with caution.

Search User

You can use the search bar to locate specific invoices by entering the tenant’s name or using the filters. 

You can filter invoices by status (e.g., new, paid), unit, unit type or setting date range to focus on specific subsets of invoices.

The Managers tab serves as a centralized hub for overseeing account access and management within your software. Designed with user-friendliness in mind, it provides a comprehensive array of features tailored to meet the needs of both managerial staff and sales associates. 

Upon accessing the Managers tab, you can find a list of accounts that currently have access to the software. Each account entry displays relevant information such as username and email.

In instances where account information needs to be updated, you can click the account where you can easily access and modify user details such as contact information and password.

Adding Managers

In the upper right side of the page, you can effortlessly add new accounts for your staff directly from this tab. Click on the +Add Manager button, and a small window will pop-up. Enter the basic details of your staff and complete the process by clicking Save.

Exporting File

The tab also facilitates seamless soft copy generation that allows you to export the account list in a CSV format. You can find this beside the + Add Manager  button.

Search

There is also a search bar for you to quickly find specific accounts by entering keywords, reducing the time spent on manual scanning and scrolling.

The Settings tab contains options for managing your facility’s setting. This includes the late fee, days past due for late fees, pre-lien amount, days past due for pre-lien fee, delinquency fee, days past due for delinquency fee, setup fee, facility name, facility address, sales tax, and gate code.

The Settings tab also allows you to edit or make changes to the default email templates that will be sent to the tenant. The default email templates includes the following:

• Late Reminder
• Pre-Lien Reminder
• Lien Reminder

There is also an option to prorate the move-out and disable the notifications.

In the Site Map tab, you can find the visualization map of your facility. The units in your sitemap are color-coded based on occupancy status. 

When you hover the cursor on the unit, a small window will pop-up with the details of the unit. Includes the unit number, unit type, customer name, outstanding balance, and an option to view the complete details of the unit.

You can also configure your sitemap by turning on the Edit SiteMap button.

Unit types tell the system how to classify the various units at your facility. This page contains a list of available unit types in your facility. Your software also allows you to create new unit types and make changes to existing unit types.

• Navigate to the Unit Types tab.

• Click the + Add Unit Types  button. This button is found at the upper right side of the page.

• A new page will appear. Enter the necessary unit type information. 

1. Dimension: In here, you can enter the length, width, and height of the unit
2. Unit Type Name: In this section, you can enter the name of the unit type.
3. Rent Price: In this section, you can enter the price of the units in that unit type.

• Review the information entered to ensure accuracy.

• Once satisfied with the information entered, click the Save button below to add the unit type to the system.

• Select the Unit Type you need to edit.

• A new page will appear that contains the information of that Unit Type.

• Select the information you need to edit and click Save to proceed.

To create/add new unit from Units tab:

• Click the + Add Unit button. This button is found at the upper right side of the page.

• A pop-up window will appear.

• Enter the necessary unit details:

1. Name: Input the name of the unit.
2. Unit Type: Specify the type of unit
3. Status: Select between available and unavailable
4. Gate Key: (If there is any)

• Review entered information to ensure accuracy.

• Once satisfied with the information entered, click the Save button to add the unit to the system.

You can search for the unit name to confirm if the unit was successfully added.

• Select the unit you want to edit.
• Click the Edit Unit button below the unit detail.

• The Edit Unit popup will appear. Here you can find all the unit information.
• Update any information you need to edit and click Save.

The Units Tab contains a filterable list of all of your units. In this tab, you will have the option to view the type, size, rate, quantity, and the availability of your units. It will also give you control over several different functions pertaining to units at your facility, including creating and editing units.

Units are color-coded based on occupancy status:

Filters are a great way to quickly sort through your units. At the top of the screen, you’ll see Select Unit Type followed by a drop-down menus containing the filters you can choose from. You have the option to filter your units by size and status.

You can choose any filter option to help narrow down the results.

To begin filtering your units, choose any filter by selecting it from the drop-down menus. You can also filter the status by clicking on the status colors. You can apply several filters at a time.

You can also use the search bar to search for specific units.

The Waiting List Tab is a valuable tool for managing customers who have expressed interest in your storage units that are currently unavailable. 

Upon accessing the Waiting List Tab, you will find a list of interested customers.

Each entry in the waiting list displays the customer's name, the unit they are interested in, and their desired move-in date.

This allows you to easily track and prioritize potential customers awaiting unit availability.

To add a waiting list manually, click on the + Add Waiting List button located at the upper right side of the page.

Enter the customer's details, including their name, the unit they are interested in, and their desired move-in date.

Click Save to add the customer to the waiting list.

Use the search bar to quickly find interested customers by entering their name or other relevant criteria. This feature enables you to efficiently find specific waiting list entries, saving time and effort.

You can filter Waiting List entries based on the units and unit type the customer is interested in, allowing you to focus on specific subsets of potential customers.

In the Waiting List tab, you can find two buttons located at the right side of every entry.

To make modifications to a Waiting List entry, you can click on the Edit option with a pencil icon. A new form will appear with the complete details of the customer. You can click on Save if you are done with the edits.

If you need to remove a waiting list entry, simply click on the Delete option with a trash can icon. Please note that deleted invoices cannot be recovered, so use this feature with caution.

To add a fee, go to the Customers tab and use the search bar to look for the tenant you were looking for.

Once you've found the correct customer, click on their name to access their detailed profile. 

On the customer's profile, look for the Action button. This button is typically positioned at the upper right-hand corner of the page. Click on the action button to reveal a dropdown menu containing various options.

From the dropdown menu, select the Add Invoice option. This action indicates that you want to add a fee to the customer's account. 

After selecting the Add Invoice option, a pop-up window will appear on the screen. This window prompts you to enter the details of the invoice you want to add.

In the provided fields, select the type of fee you will add, enter the amount, and provide a brief description or reason for the fee.

When you click on the type dropdown, it will allow you to choose four different types of invoice.

• Late Fee
• Rent
• Sales Tax
• Deposit
• Other

Ensure that the amount and description accurately reflect the intended fee. If needed, make any adjustments or corrections to the fee details to ensure accuracy.

Then, proceed by clicking the Add Invoice button.

You will receive a confirmation if the invoice is successfully added to the customer's account.

To enable autocharge for your customers, go to the Customers tab and use the search bar to look for the customer you are looking for.

Once you've found the correct customer, click on their name to access their detailed profile. 

On the customer's profile, click on the Settings tab.

In the Settings section, click on the Autopay button to enable the automatic payment. This means that the tenant will be charged automatically every month for his or her rent.

Once the autocharge has been enabled, it will be indicated with Autocharge On on the customer's profile.

To change a customer's billing date, go to the Customers tab and open the customer's profile.

On the Current Rentals section, click on the Edit Rental button and choose the Edit Rental option. 

You will find the billing date on the bottom and click on the calendar icon.

Next, select the day of the month to which you'd like to change the customer's billing date and click Save.

After you've changed the customer's billing date, the new billing period will be applied to the customer's account.

To change a customer's monthly rate, go to the Customers tab and open the customer's profile.

On the Current Rentals section, click on the Edit Rental button and choose the Edit Rental option. 

You will find the monthly price just below the Move-in Date.

Next, enter the updated rent rate on the price field and click Save to complete the process.

Note: You may need to refresh your screen to see the updated rent rate on the customer's profile.

This report contains every transaction made by your customers. It includes, transaction ID, date, time, customer name, description, amount, status, refund, and total revenue.

To create a revenue report, head to the Reports tab.

You will need to customize the report according to your requirements. This typically involves specifying the duration for which you want the Revenue Report.

To do this, you need to enter the start date and end date for the period you wish to cover. These dates determine the timeframe of the report and help focus the data accordingly.

Before proceeding further, review the entered dates. Double-check to ensure that both the start date and end date are accurately entered and align with your reporting needs.

Ensuring accuracy at this stage helps prevent any discrepancies in the generated report.

Then, select a format for the report—CSV or XLS. This selection depends on your preferences.  Click on the corresponding format button to initiate the download of the report in the chosen format.

You will find the report in your Download folder.

This report contains current balances of your customers. This includes unit number, unit type, customer name, move-in date, rent rate, insurance, deposit, unpaid rent, unpaid insurance, other unpaid fees, and total due.

To create a revenue report, head to the Reports tab and locate the Rent Roll Report section.

Same with the revenue report, you will need to specify the start date and end date of the report you wanted to create.

Then, select a report format between CSV and XLS. Once you click the format button, the report file will automatically be downloaded.

You will find the file in your downloads folder.

This report contains all customers enrolled in insurance during the selected month. This includes unit number, customer name, mailing address, email address, monthly rate, rental start date, rental paid to date, contents insurance coverage, policy number, start date of insurance coverage, insurance amount.

To create an insurance report, head to the Reports tab and locate the Insurance section.

Next, select which month you want to generate.

Then, select a format for the report—CSV or XLS.

Once you click the format button, the file will be automatically downloaded in your downloads folder.

This report is a summary of sales tax collected during the selected date range. This includes, date, customer name, unit number, description, rent rate, tax collected, total amount, and total sales tax collected.

To create a Sales Tax report, head to the Reports tab and locate the Sales Tax Report section.

Same with Revenue and Rent Roll reports, you will need to specify the start date and end date of the report you wanted to create.

Then, select a report format between CSV and XLS.

Once you click the format button, the report file will automatically be downloaded.

You will find the file in your downloads folder.

To create a new customer account, go to the Customers tab. 

Once you're on the Customer Page, click on +Add Customer button. This button is usually situated at the upper right side of the page. Clicking on it initiates the process of adding a new customer to the system.

Then, a pop-up window will appear. This form prompts you to enter the necessary information for the new customer you're adding.

Start by entering the customer's first name, last name, email address, and phone number into the designated fields. This information helps identify and contact the customer.

Next, you'll need to generate or manually enter a password for the customer's account. 

• Generate Password: Click on the lock icon to automatically generate a secure password for the customer.

• Manually Enter Password: Alternatively, if you prefer, you can manually enter a password of your choice for the customer's account.

In addition to the basic information, you'll also need to include the customer's address. Click on the drop-down button beside the address field to add the customer's address details.

Ensure that the first name, last name, email, phone number, and address are accurate and correctly entered into the system.

Then click Save to proceed.

To add a credit, go to the Customers tab and use the search bar to look for the tenant you were looking for.

Once you've found the correct customer, click on their name to access their detailed profile.

On the customer's profile, look for the Action button. This button is typically positioned at the upper right-hand corner of the page. Click on the action button to reveal a dropdown menu containing various options.

From the dropdown menu, select the Make a Payment/Add Credit option. This action indicates that you want to make a payment or to add credit to the customer's account.

Then, you'll be directed to the next page. Enter the amount you want to credit the customer and proceed to the payment summary.

Note: If there are line items listed above, make sure to uncheck in every line before proceeding to the payment summary (see photo below). Since you're specifically adding credit and not making a payment for specific items.

In the payment summary section, you'll need to select the payment method as Add Credit. Additionally, provide a brief description of the credit amount. Then click on Make Payment to complete the process.

You will receive a confirmation once the credit is successfully added.

Your software gives you the ability to send an email to all of your customers or a group of customers with just a few clicks. To send a mass email, start by going to the Emails tab.

Once you're on the Emails page, click on the +New Email button. It's usually positioned at the upper right side of the page. Clicking this button initiates the process of creating a new email.

After clicking the +New Email button, you will be redirected to another page. This is where you can enter the necessary information to compose the email. 

Start by selecting customer's you want to receive the email. You can add as many as you like.

If you want all your customers to receive the email, make sure to check the Select All box below the recipient. 

Then, choose a template if you have one.

Next, fill in the email subject. This is a brief description of what the email is about, which helps your customers to understand its purpose.

Then, enter the content of the email in the body. This is where you write the main message you want to convey to your customers.

Before sending the email, review each piece of information you've entered. Check the email subject and email content to ensure accuracy and clarity.

Once you've reviewed the email information and are satisfied with it, proceed by clicking the Send Mail button. This action confirms that you're ready to send the email.

Note: All emails are scheduled to be sent after 5 minutes.

To start the move out process for a customer, go to the Customers tab and find the customer's profile.

On the Current Rentals section, click on the Edit Rental button and choose the Schedule Move-out option. 

Then, a pop-up window will appear and allow you to choose between Move Out Immediately or Scheduled Move Out. 

• If you choose Scheduled Move Out, you need to select a date when the customer plans to move out.

Once the date is already selected, click on Yes to complete the process.

• If the customer wants to move out immediately, click on the Move Out Immediately button.

You will receive confirmation if the move-out is successfully processed.

To process the customer's payment, go to the Customer tab and use the search bar to look for the customer you were looking for.

Once you've found the correct customer, click on their name to access their detailed profile.

On the customer's profile, look for the Action button. This button is typically positioned at the upper right-hand corner of the page. Click on the action button to reveal a dropdown menu containing various options.

From the dropdown menu, select the Make Payment/Add Credit option. This action initiates the payment process for the selected customer.

Then, you'll be directed to a payment summary page. Take a moment to review all the line items listed on this page, ensuring accuracy and completeness. Once you've reviewed the items, proceed by clicking the Proceed to Payment Summary button.

After that, you'll be prompted to another page. This page will allow you to choose the payment method.

• Choose the option New Debit/Credit Card if the customer will be using a new card for this payment.

If this option is selected, you need to complete a form to proceed. The form ask for credit card number, account holder name, expiration month and day, and CVV.

• Choose the option Add Credit if there is no need to charge the customer's card, whether it's from a check payment or cash.

Before proceeding further, double-check for any errors or inaccuracies to ensure that the payment details are correct.

Once information entered is correct, proceed by clicking the "Make Payment" button.

You'll see a confirmation if the payment is successfully processed.

To start the renting process, go to the Customers tab and open the customer's profile. 

Click on the Action button located at the upper right side of the page and select Rent a Unit option.

A new form will appear. Enter the necessary information which includes unit type, unit number, move-in date, deposit, billing period, prorating option, and insurance.

Send the storage agreement by checking the email option. Make sure to double-check the entered information before clicking Rent Now.

You'll see a confirmation if the unit is successfully rented. 

The customer profile is the primary source of your customer information. It contains the customer's contact details, storage agreement, billing history of all activity, customer's notes, and the customer's current delinquency state.

To access a customer's profile:

• Go to the Customers tab

• Click the name of the customer you'd like to view

Alternatively, you can use the Search bar to look for a particular customer's profile.

Current Rentals

The Current Rentals section of the Overview tab shows you the details of the unit(s) the tenant rented including the move in date, lease agreement, billing cycle, rent rate, insurance coverage, deposit, and outstanding balance for the unit.

Previous Rentals

This section shows every unit the tenant has rented and when they moved out of each one. It's like a history of their past rentals. It helps keep track of who has rented where and for how long. 

Notes

In this section, you'll find all the notes about a tenant and their rentals. It's like a collection of reminders or comments that help keep track of important things about your tenant and their rental history.

For example, if there's something special about a tenant, like they always pay on time or they have requests, you can jot it down here.

It's a handy way to remember details about each tenant and their rentals, making it easier to provide good service and keep everything organized.

This tab is like your messaging center for communicating with customers.

You can send messages directly to them from here. It's a handy way to stay in touch, whether you need to remind them about something, answer their questions, or just check in.

You can also see a record of all the messages you've sent to each tenant. It helps you keep track of your conversations and makes it easy to stay organized when talking to your tenants.

This tab is like a record book for your tenant’s bills and payments.

It shows you their bill for this month, and also all their bills from before.

If you ever want to check how much they paid for something, or if you want to see their payment history, you can find it in this tab.

This tab is divided into two sections: the profile and payment methods.

Settings

In this section, you will find the customer's password. By clicking the pencil icon on the right side, you will be able to change their password.

There is also an option to enable autopay for your customer. This is to automatically charge the card linked to their account monthly.

Payment Methods

In this section, you'll see all the cards your customer has added for making payments.

It's a collection of their payment methods, such as credit or debit cards, that they've linked to their account. If they ever need to update or change their payment information, you can manage it all from here.

You can also add a new card in this section, just click on Add Card button located at the upper right side.

To delete a unit:

In the unit page, use the search bar to look for the unit that you want to delete. 

Once you've found the correct unit, click on it to access the unit information page.

A popup will appear showing the unit's details. Choose the Delete option to proceed.

You will receive a confirmation after the deletion is successfully processed.