Some Tips for Collecting Rent from Tenants and Getting Paid on Time

Managing your rental properties or on behalf of others can be a profitable venture if you manage your cash flow well and collect rent on time. In fact, the biggest factor in your cash management will be your ability to collect rent on time.

Sometimes, renters are not the most fiscally responsible people. Whether this is true or not, at one time or another you are bound to have a tenant who pays rent late – or defaults completely. As a responsible property manager you need to do what you can to prevent that from happening.

Here are ten tips for collecting rent on time and handling tenants who have trouble paying rent.

1. Make it Automatic

Requiring tenants to pay rent via an auto-pay or auto-deduct system is the best way to collect rent on time.  There are even multiple systems that will deposit the money automatically to your bank account.  The major benefit is that this eliminates the factor of human error – i.e. tenants “forgetting” to pay rent. Sometimes, online payments with a debit or credit card or through an online payment service provider is the most convenient way to collect rent payment.

Having a good rent management system such as Kodisher that can do automatic invoicing for rent is critical to keeping your rental houses in good order.

There are multiple ways you can set up automatic rent payments:

2. Standing Order:

A standing order is an instruction a bank account holder gives to their bank to pay a set amount on a specific day of the month to to other people, organisations, or another bank account. The instruction is sometimes known as a banker’s order in some countries.

You can use a Standing Order to withdraw money from the tenant’s bank account.  To authorize this transaction, the tenants sign a document (Called a Standing Order Request Form) that instructs the bank to send a set amount of money on recurring basis. The best thing about a standing order is that once it is set up, it will run automatically every month until it is stopped.

The downside is that if a tenant doesn’t have enough money in their account to fund the withdraw, the order will bounce, and you won’t get paid.  All Kenyan banks have a Standing Order service. A standing order costs between KSh 100-500 and take 1-2 days to process – so it’s one of the safest solution for collecting rent – but it is the easiest.

3. Online Bill Payment

Some major banks have an “online bill pay” feature where tenants can log in to the banks online portal and transfer cash to your account. Mpesa also allows you to receive payments directly in you bank account.

Kodisher can automate Mpesa payment for tenants to pay you directly without going through a bank. Online rent payment methods are more convinient and sometimes cheaper than manual methods.

4. Collect Post-Dated Cheques:

Prior to the invention of online payments, some landlords would collect 12 post-dated checks – one for every month of a year-long lease.  Then, the landlord would simply deposit the check on the first of every month.  It’s pretty simple, but most tenants I know are uneasy about writing 12 post-dated checks – especially to a landlord they just met.  Remember, it’s illegal to cash a check before the date mark.

In some jurisdictions, it is illegal to issue a cheque that bounces and the landlord would be empowered to pursue the outstanding rent legally. You should also consider the payment history of the tenant before deciding to accept post dated cheques from them.

5. Choose Your Tenants Wisely

Only rent to qualified tenants with a great rental history. No surprise here, right?  When screening tenants, you will see the entire gambit of credit ratings.  Some prospective tenants will have an excellent history paying bills, but others will have downright terrible payment habits.

  • Set your Criteria: Start out by being very clear about the criteria prospective tenants must meet to pass the application process.  You should hold the same standards and criteria to all tenants.
  • Income Requirements: At the very least, this should include regular income equivalent to three times the rent amount or more, and an established history of paying rent on time with past landlords.
  • Good Credit: Landlords and property managers should always obtain an up to date CRB (Credit Reference Bureau) Report, which usually doesn’t include rent payments, but does include eviction judgments, payment history and past debts. You will also discover how they’ve been paying other creditors to know if they will pay you.
  • Check References:  I believe that the best predictor of future behavior is past behavior. Therefore, thorough verification of the application information is critical to paving the way for prompt, full rent payments.  Always call the previous landlord and ask “would you rent to them again?“.  Keep in mind that a previous landlord does not have to tell you anything, but it doesn’t hurt to ask!

6. Exercise a “No Cash” Policy

Cash is too easily lost, leaves no paper trail in the event that your tenant disappears, and may sometimes imply that your tenant is involved in illegal business activities. You can eliminate these risks by establishing a policy in which you do not accept cash as a payment for rent.

You will need to provide alternative payment options like:

  1. Cash deposit at the bank
  2. Mobile money e.g. MPESA 
  3. Credit cards (You need a merchant device for this)
  4. Bank transfer to your account via Pesalink, RTGS or RFT

Serve a legally sufficient notice of your “no cash” policy and advise your tenants of acceptable ways they can make their monthly payments, such as cash deposit, cheque, money order or direct debit. Remember to communicate this policy in your lease or rental agreement.

7. Enforce Your Rent Collection Policy

To ensure regular, timely rent payment, keeping your collection policies firm and consistent is the industry best practice – but there are few exceptions.

In your lease, you should address all payment related issues including the:

  • exact amount due every month
  • where payments are made
  • acceptable payment methods
  • when rent is due, grace periods
  • the consequences of bounced checks or default.

At one point or another you may feel sorry for a tenant falling on hard times, or simply be in too much of a hurry to charge a late fee. If you are sure that a good tenant is only experiencing a “just this once” type of issue, feel free to cut them some slack. Kodisher reports empower you to know how much is outstanding at any given time and the automatic penalty feature makes sure that all late payments are charged the due penalties.

However, to keep them from taking advantage of your generosity in the future, be firm about your policy from then on and don’t make a habit of being lenient. Let them know that rent should always come first in regards to paying bills and that their delinquency results in costs that will be passed on to them.

Kodisher gives you simple interfaces that show you the payment status of all accounts at a glance

tenant accounts status summary
tenant accounts status summary

If you are so short on time that you cannot adequately collect rent or late fees, then consider hiring a reputable property manager to do this for you.

over due accounts detail page
This the detail view for accounts with outstanding balances (Dummy data)

8. If they are Late, Ask the Necessary Questions

When you come in contact with the tenant who has yet to pay rent for the month, ask them a few questions that will clue you into the heart of the issue.

  • When do you expect to make a payment?
  • Where will you be submitting your payment?
  • What is the exact amount that you will be paying?
  • What will be your method of payment?
  • What is the source of income you will be using to make your payment?

If they are evasive in answering these questions, serve them with an eviction notice the next day.  You can only serve an eviction notice if they are breaking your lease. Check your national rules to find out the legal amount of time required for the notice before you file for eviction, and if your state requires multiple infractions before pursuing eviction.

Serving notice (unofficially) can be as simple as taping a piece of paper to their door saying “pay past-due rent, or I’m evicting you “.  However, it’s not really official until you mail them a formal letter and send it via Certified Mail as evidence of receipt.  In a perfect world, the letter taped to the door will be enough to scare them into finding the money somewhere.

9. Make the Consequences Known

You have to be prepared to report a past-due tenant to the Credit Reference Bureau.  More importantly, make sure your tenants know that you will report them – which will ruin their credit. You must also disclose that late payments may negatively affect their credit.  This alone will likely keep the tenant on their toes and ensure you receive rent on time.

Obviously, you don’t “want” to report anyone, and this is more of a scare-tactic than anything else.  Nonetheless, you should know how to follow-through.  To report a late rent payment, or a delinquent tenant, you’ll need to call the credit bureaus for guidance:

Note: In some cases, there may be a fee to report a tenant.  In other cases, you may have to get a judgment, or submit the debt to a collections agency before it will show up on the tenant’s credit report.

10. Offer Rewards to Responsible Tenants

A critical part of managing a rental property is holding on to good tenants. Sometimes landlords can be so focused on preventing unwanted situations that they overlook the renters who make their job worthwhile.

If you have a tenant that always pays rent on time, abides by your rules and takes good care of your property, show them how much you appreciate them with a bottle of their favourite wine, a supermarket gift cart or a fruit basket.

A perfect opportunity to show your appreciation is after your tenants have paid a year of consecutive, timely rent payments.  A well-timed gift basket could also provide a great tenant with good payment history that was considering a move with the motivation needed to renew their lease.

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