Real Estate

1 What is the Real Estate module?

Real Estate is the property-letting side of Ritzy. Where Accounts records the money, the Real Estate module records what you own, who is in it and what they owe — and turns that into invoices, receipts and ledger postings without re-keying anything.

• Hold the portfolio — buildings, compounds, complexes and plots, each with its units: flats, shops, offices, villas, parking bays, warehouses and the rest.
• Sign the tenant on — a Tenancy Contract records who, which unit, how much, how often and for how long, with the deposit, the agent and the amenities handed over.
• Bill it automatically — a dated Invoice Generation run raises every rent invoice that has fallen due, monthly or quarterly, and posts each one to the ledger.
• Take the money — receipts allocate against specific invoices, so the outstanding figure is always bill-by-bill rather than a lump balance.
• Recharge the extras — electricity above the tenant’s allowance, maintenance jobs with their costs, and furniture moved between units.
• Let by the night — apartments and villas set to Holiday homes are booked from Airbnb, Booking.com, Trip.com, Agoda, Trivago, agents and referrals, checked in and out, and invoiced to Accounts, completely apart from tenancy contracts (section 20).

2 The letting cycle at a glance

Every unit goes round the same loop. Set-up happens once; the middle three steps repeat for as long as the tenant stays.

1 · Property & units 2 · Tenancy Contract 3 · Invoice Generation 4 · Receipt & allocation 5 · Vacate or renew

The contract is the hinge. It sets the rent, the pay mode and the next invoice date; generation bills everything whose next invoice date has arrived and then moves that date forward. Nothing is billed twice, and re-running a batch is always safe.

3 Set-up: settings & masters

Open the Realestate group from the side menu. Two things are worth doing before the first contract.

3.1 Module settings

Tools → Realestate Settings. One row per company; it decides where the module posts.

3.2 Masters

Under Masters. Only Charge is needed before you can bill; the rest are lookups you can fill in as you go.

Charges, categories, amenities, facilities, agents, nationalities and credit cards can be loaded from a spreadsheet with Import CSV on their screens, or from Tools → Import (CSV) — see Importing Masters from CSV. Tenants come in through the Customer master’s import.

3.3 Departments

A new company created without the Cargo module starts with a single department, ADM – Administration; your properties add their own departments as you save them (§4). An existing company that carries departments it does not use can delete them in the Department master.

4 Properties & units

Masters → Premises → New. A property and all of its units are one record, saved together.

1. Give the property a code and a name, and pick its type — Building, Compound, Complex, Plot or Other.
2. Set the Rental A/C: the income account this property’s rent credits. This is required — a property without one cannot be billed.
3. Tick the facilities the building offers.
4. In the Units grid add one row per lettable space: unit number, type, category, rent, rooms, bathrooms, floor, area, and the amenities that come with it.
5. Save.

Availability

Each unit carries an availability flag separate from whether it is currently let. Use it to take a unit off the market without inventing a contract for it.

Active — lettable  In-Active  Reserved — set by a reservation contract  Sold Out  Maintenance

5 Property photos & sharing

Letting is the one part of this module that faces outward. Photos live with the property and its units rather than in a folder on somebody’s laptop, so everyone shows a prospect the same thing — and a link puts those photos in front of that prospect without giving them a Ritzy login.

Others → Property Photos, or the camera button on any tile in Property View, which opens straight onto that unit.

5.1 Adding photos

Pick a property, then what the photos are of: The property itself — the building, the entrance, the pool — or one of its units. Each is a gallery of its own.

1. Add Photos and choose one or more files. JPG, PNG, GIF and WebP are accepted.
2. Type a caption under any photo. Captions show on the shared page, so they are worth writing.
3. Order them with the arrows, and star one as the cover.

The cover is what appears on the unit’s tile in Property View and what leads the gallery when you share it. Delete the cover and the next photo takes its place, so a unit with any photos always has one.

5.1a Videos

Under the photos, Videos takes a link to where the video lives: a YouTube or Vimeo walk-through, a clip in Google Drive (shared with anyone who has the link), or a virtual tour such as Matterport. Paste the address, give it a title and Add video. YouTube, Vimeo, Google Drive and Matterport play in place; any other link opens in a new tab. Ritzy stores the link, not the file, so the company database and its nightly backup stay small. Unlisted YouTube videos work and do not appear in YouTube searches. Videos need upgrade script 093_re_unit_videos.sql on a company that had Real Estate before this release.

A share link (5.2) carries the videos of the galleries on it as well as the photos, unless you switch off Include videos when creating it. The prospect plays them on the page; links to other sites open in a new tab. Like the photos, a link keeps the videos it was sent with: one added later does not appear on it. A holiday-homes unit’s link shows its rate per night when Show the rent is on.

5.2 Creating a share link

On the Share links tab, tick what this prospect should see. The list is every property and unit that has photos, so one link can carry a shortlist — three flats in two different buildings, if that is what you are showing them.

Everything you tick comes with all of its photos included. Untick any you would rather not send; All and None do a whole gallery at once. Then fill in a headline and the contact details you want them to call, choose how many days the link should last, and press Create link.

You get a web address and a QR code. Paste the address into WhatsApp or an email, or let someone scan the code from your screen.

5.3 What the prospect sees

A plain photo page, and nothing else. For each property or unit on the link: the photos with their captions, the property name and address, the unit’s size and layout, the facilities the building offers, and your contact details. Where the link carries more than one, an index at the top lets them jump between them.

They need no Ritzy login. They see no tenant, no contract and no balance — nothing about the company beyond what is listed above. The rent appears only if you ticked Show the rent when you made the link.

5.4 Keeping track, and pulling a link

Every link expires on its own. Revoke kills one immediately for everyone holding it. Neither is a delete: a dead link keeps its view count and what it covered, so the record of what was sent to whom survives.

6 Tenancy contracts

Transactions → Tenancy Contract → New. This is the record everything else follows from.

7 The contract lifecycle

A contract is never deleted once it has been billed. It moves through states, and the unit follows it.

The four actions

• Check in — turns a reservation into a live contract: sets the start date, marks the unit occupied and starts the billing clock.
• Renew — extends the term and, if the rent has changed, records the new figure. The contract keeps its number and its history. If someone else vacates or renews the same contract at the same moment, only one action goes through and the other gets a message (for example This contract has been vacated.) instead of overwriting it.
• Suspend / Reactivate — stops and restarts billing without ending the tenancy.
• Vacate — ends it. You give the vacate date; the unit is freed, and if an agent commission was paid for periods the tenant did not stay, the refund due is worked out and recorded.

Every contract carries a History view — every renewal, suspension, rent change and vacate, in order, with who did it. The same information is printable as the Tenancy Contract History report.

8 Invoice Generation

Transactions → Invoice Generation. This is the run that raises the rent. It is the module’s busiest screen and the one worth understanding properly.

1. Set the From and Prepare dates — the window of due dates to bill. To bill March, run from 1 March to 31 March.
2. Optionally narrow to one property or one contract.
3. Click Preview. Nothing is written — you see exactly which contracts would be billed, for how much, over which period, and why any contract has been left out.
4. Check the list, then Generate.

What a run does per contract

• Works out the period from the pay mode — a quarter is three months of rent, a year twelve.
• Adds any standing charges on the contract, and tax if the let is commercial and tax is enabled.
• Writes the invoice and posts its voucher — tenant debited, income credited, carrying the property as department and the unit as job.
• Moves the contract’s next invoice date forward by one period.

Printing and emailing the run

After Generate, the Last run list shows every invoice just raised. Each row has its own Print and Email (to the tenant) buttons, and above the list:

• Print All — one preview holding every invoice, one page each, ready to print in a single go.
• Email All — sends each invoice to its tenant, then reports any that were not sent and why (for example, no email address on the tenancy contract).

Sub-monthly contracts

The ordinary monthly run leaves Daily, Weekly and Fortnightly contracts alone, so a daily letting is not swept up by a month-end batch. Switch the run to include every mode when you want them.

Regenerate

Regenerate restates invoices already raised in a date range — use it when a rent was corrected after billing. It rewrites the invoice and its voucher from the contract as it now stands. Invoices that have been paid or credited are left alone.

9 Manual invoices

Transactions → Manual Invoice for anything generation would not raise by itself — a one-off service charge, a make-good, a recharge.

1. Pick the property, unit and tenant, and the period the invoice covers.
2. Add lines. Choosing a charge fills in its income account and tax code; you can still override the amount.
3. Save — it posts the same way a generated invoice does.

Generated and manual invoices live in one list and share one number series; the Type column tells them apart. Cancelling an invoice reverses its voucher rather than deleting it, so the audit trail survives.

Emailing an invoice

Every row on Rent Invoices has an Email button. It sends the invoice to the tenant email on the tenancy contract; if the contract has none, Ritzy asks you for an address first.

• Emails go out through your company’s mail (SMTP) settings under Tools → System Settings.
• The invoice is laid out by the RE_INV template in Tools → Report Templates — the same one used for printing (§20).

10 Receipts & allocation

Transactions → Receipt → New. A receipt can carry several payment lines — part cash, part cheque — and each line can be spread across several invoices.

1. Pick the property, unit and tenant. The Open Items panel lists that tenant’s unpaid invoices with what is still due on each.
2. Add a payment line: Cash, Bank, Credit Card or Telegraphic Transfer, with the cheque or card details where they apply.
3. Allocate it — tick invoices and enter amounts, or click Auto allocate to settle oldest first. Clear Allocation removes the line’s allocations.
4. Save.

11 Credit notes

Transactions → Credit Note. Use one to reduce what a tenant owes — a rent-free month, a billing correction, a goodwill allowance.

A credit note is built like an invoice: pick the tenant and unit, add lines against charge heads, then allocate it to the invoices it relieves. It posts the mirror image of an invoice’s voucher and reduces the outstanding balance immediately.

12 Electricity, maintenance & amenities

12.1 Electricity charges

Transactions → Electricity Charge. Record the utility bill for a unit — meter, period, units consumed, electricity and water amounts. The live tenancy and the unit’s meter are picked up for you.

Many contracts include electricity up to an allowance. Ritzy shows the working rather than deciding behind your back: click Bill excess and you see the allowance, what has been charged so far, what has already been invoiced and what is over. Only the excess is billed, and only once.

12.2 Maintenance jobs

Transactions → Maintenance Job. Log work on a unit: what is wrong, who is doing it, when it started and finished, with a running work log.

Each job creates a matching Accounts job (MT-00001) under a MAINT department, so the invoices and payments for the work can be booked against it and the true cost of the job is reportable. Closing the maintenance record closes the Accounts job. Deleting one keeps the Accounts job if anything has been posted to it — the costs are never orphaned.

12.3 Amenity transfers

Transactions → Inventory Transfer moves furniture and equipment between units — a television from 101 to 102. Pick the source unit, the destination and the items; the stock on each unit is adjusted.

13 Accrued income

Optional, and off unless your accountant asks for it. Switch it on in Realestate Settings.

A quarterly, half-yearly or yearly invoice collects several months of rent in the month it is raised. Left alone, that month’s profit looks enormous and the following months look empty. With accrued income on, the months not yet earned are moved into an accrued income account and released one month at a time, so each month carries only its own rent.

1. Give the property an Accrued A/C alongside its rental account — nothing is spread without it.
2. Switch Post accrued income monthly on.
3. Generate invoices as usual. The journal for the run’s month is posted automatically.

The Accrued Income Months panel under Realestate Settings lists every month, its net amount and the journal behind it. Two actions sit beside it:

• Post months — posts (or re-posts) the months in the chosen range. Use it after an interrupted run. Re-posting a month replaces its journal; it never adds a second one, and the voucher keeps its number.
• Rebuild year — re-derives the whole open financial year from the invoices and posts it again. Use it after regenerating invoices, or if the months have drifted. It is safe to run twice.

The Accrued Income Posting report (§15) shows, for any month, how each non-monthly invoice splits between income earned now, income earned from an earlier invoice, and what is still carried.

14 Dashboard, Quick View & Property View

14.1 Real Estate Dashboard

The portfolio and the money on one page, for a date range and optionally one property.

• Billed, collected, credited, outstanding and the collection rate over the period.
• Occupancy now — units let, vacant, reserved and out of service, with the rent roll and how much rent is sitting idle.
• Invoiced against collected by month, and income split by property and by charge.
• Three worklists: who owes the most, which contracts expire within ninety days, and what is due to bill.

14.2 Quick View

One row per property: units, occupied, vacant, reserved, live contracts, rent roll, what is outstanding and the let percentage. Click a row to open its Property View.

14.3 Property View

One property, every unit as a tile, colour-coded and labelled. Each tile carries the unit’s size and rent, and — where it is let — the tenant, the contract dates, the pay mode and what that tenant owes.

A unit with photos shows its cover at the top of the tile, and the camera button opens that unit’s gallery — see §5. It is the quickest way in when a caller asks what is free in a building.

14.4 Income Analysis

A pivot over every invoice line. Drag property, unit, unit type, charge, tenant, pay mode, source and month onto rows and columns and total by amount or tax. It opens on property by month, which is the comparison most people come for.

15 Reports

All under Reports → Real Estate. Each runs to screen, and can be printed or exported to Excel or PDF.

16 Notification alerts

Ritzy can watch the portfolio for you and raise an alert without anyone opening a screen. Set it up under Tools → Realestate Notification Alert.

Each alert has its own threshold and recipients, and arrives in the in-app inbox and the Notify phone app. The full detail is in the Notifications — Realestate manual.

17 The tenant portal

A tenant can see their own bills, receipts and statement on their phone, and report a fault, without telephoning you. The app is Ritzy Tenant; these are the two screens you run it from.

17.1 Giving a tenant access

Others → Tenant Portal. Find the tenancy and press Invite. The tenant gets a link; opening it once activates their access, and after that they sign in with a code sent to their mobile or e-mail. They never have a password and never appear in your user list.

17.2 Access ends by itself

You do not switch a tenant off. The portal works while there is a live contract on the account and closes the moment there is not:

Revoke ends access by hand when you need to, and Devices shows where a tenant is signed in.

17.3 Tenant Requests

Others → Tenant Requests is the inbox of faults tenants have reported, with their photographs. Answer with an office note, and where the fault is real, press Raise a job.

18 Field work from the desk

Three phone apps do work in the building — Ritzy Jobs, Ritzy Inspect and Ritzy Letting. Each has a screen here that feeds it or reads what it produced.

18.1 Maintenance Board

Others → Maintenance Board — open work, who is carrying it and what is late. Assigning a job is what puts it on a technician's phone; until then it is on nobody's.

Assign a technician, an expected date and a priority. The board shows how many jobs each person is carrying and flags anything overdue.

Assignment writes only the assignment. It deliberately does not go through the maintenance job save, which would re-derive the job's tenant from the unit — and would therefore re-attribute a job whose tenant has since moved out.

18.2 Unit Inspections

Others → Unit Inspections — every condition report, as it was signed. Open one to see each item, what the check-in said about it, what changed, the photographs, the signature, and the times it was carried out and received.

Print report produces the same document the inspector shares from the phone, so the copy in the tenant's hand and the copy in your file cannot differ. Open the check-in jumps to the inspection a check-out was compared against.

18.3 Letting Holds

Others → Letting Holds — units an agent has taken off the market for a prospect who has decided.

Holds expire on their own, so nothing stays off the market because a job nobody wrote never ran. Tidy lapsed marks the ones that have run out, which is bookkeeping rather than a change of state, and Release puts a unit back immediately.

19 Rent collection

Where somebody goes door to door for the rent, Ritzy Collect puts the round on their phone and takes the payment at the door. Two screens run it.

19.1 Before anybody collects: the collectors

Others → Collection Rounds → Collectors. Give every collector their own cash-in-transit account from your chart of accounts.

19.2 Making up a round

Make up a round lists who owes what, one line per ledger account — a collector knocks on a door, not on an invoice — with the ageing against each. Tick the calls, pick the collector and the date, and send it.

What each tenant owes is frozen into the round as the figure the collector quotes. Their phone also shows the live balance beside it, so a payment taken in the office an hour ago is visible before they knock.

19.3 Watching the round

The board shows how far through each round its collector is, what has come in, and what happened at the doors where no money did: promised to pay, refused, nobody in.

19.4 Collections that did not reach the ledger

19.5 Handing the money in

Hand in on a round moves the money out of the collector's cash-in-transit account and into the bank or the till, as a contra voucher in the ordinary accounts. Enter what was actually counted; where that differs from what was collected, Ritzy asks what happened to the difference before it will post, and keeps the answer on the round.

A round cannot be handed in while any of its collections is still stuck, because the transfer would be balanced against money the ledger has never seen.

19.6 The Collections register

Others → Collections — every payment taken at a door and what became of it.

• A tenant rings holding a slip. Type the slip number into the search box. It is the only reference they have, it is not a voucher number, and this is the one screen that can find it. Searching ignores the date range on purpose — a slip number is unique and the person on the telephone does not know when it was taken.
• What is each collector carrying right now. The panel at the top reads each collector's cash-in-transit account straight from the general ledger, so it agrees with the books by construction. It falls when they hand in.

19.7 What the tenant is handed

Every payment produces a numbered collection slip at the door. The slip is your acknowledgement that the money changed hands; the receipt is the voucher in the accounts, and it carries the slip number so the two always name each other. Where a collector is out of signal the phone issues the slip number itself and the payment reaches you when the phone does — so a tenant always leaves with a real number, and a payment is never sitting on a phone without somebody being told.

20 Holiday homes (daily rentals)

Apartments, units and villas let by the night — through Airbnb, Booking.com, Trip.com, Agoda and Trivago, agents and referrals — are kept completely apart from tenancy contracts. This is the back office: the manager keys in each booking from the portal’s notification and blocks or reopens the dates on the other portals by hand, and Ritzy keeps the register, the checklist that makes sure the portals are updated, and the accounts.

20.1 Setting a property up

1. Real-estate → Masters → Property, open the property and set Use for to Holiday homes (daily rental).
2. The units grid now asks for a Rate / night instead of a monthly rent. It is the usual rate; a booking can carry the portal’s own price.
3. The property’s Income A/C is where stays post unless setup names another.

A holiday-homes property never appears on Tenancy Contract, in invoice generation or in Ritzy Letting. Ritzy will not switch a property to holiday homes while it has an active or reserved tenancy contract, nor back to tenancy while it has open bookings.

20.2 Setup

Real-estate → Realestate → Holiday Homes, tab Setup (needs the Real Estate Settings edit permission):

• Walk-in guest A/C — the customer account guests who pay the property are billed to.
• Receipts go to — the default bank or cash account for payments.
• Rent income, Extras income and Commission accounts, and the tax charged on stays (when tax is on for the base currency).
• Channels — Airbnb, Booking.com, Trip.com, Agoda, Trivago, Agent, Referral and Direct / Walk-in are there to start with. For each: its account (a customer/supplier account for the portal or agent), whether it collects the guest’s money and pays you out, its usual commission %, and Block dates — ticked when your units are listed on that portal, so every booking from elsewhere puts “block these dates here” on the checklist. Trivago is a price-comparison site whose clicks land on another portal, so it starts with Block dates off.

20.3 The screen

• Today — the portal checklist first (Block or Reopen, which portal, which unit and dates; tick it once done on the portal), then arrivals, late arrivals, departures, in-house and tomorrow.
• Calendar — every unit across two weeks or a month, a bar per booking coloured by channel, closed dates grey. Click a free night to book it.
• Bookings — the register with total, paid and balance, filtered by dates, status and channel, searchable by guest, reference, unit, mobile or booking number.
• Expenses — cleaning, laundry, repairs and other running costs per unit or per property (section 20.6).
• Summary — for a month: occupancy, nights sold, revenue, average nightly rate and revenue per available night, per unit and per channel with commission, and each unit’s costs and net.

New takes the unit and dates, where it came from and the portal’s reference (the same reference cannot be entered twice for one portal), the guest, the rate or the portal’s total, discount, extras, commission, and whether the channel collected the money. Bill to is worked out for you — the channel when it collects, otherwise the walk-in guest account — and can be changed (a company paying for its staff, say). Close dates takes a unit off sale for an owner’s stay or maintenance. Overlapping dates are refused with the clash named.

20.4 What posts to Accounts

When the channel collects, the invoice and the commission land on the channel’s own account, so what it still owes is exactly the payout; record the payout as a payment (Portal payout) when it arrives. When the guest pays you, the commission is a bill from the channel to pay as usual. Every voucher carries the property as department and the unit as job, so the department and job reports show holiday income beside rent.

Payments taken before check-out — a deposit, or the full amount on arrival — are allocated to the stay’s invoice the moment it is posted, oldest first, and so is a payment taken before a cancellation or no-show fee is invoiced. Only a payment taken against a different account than the invoice’s bill-to stays on account.

Undo check-out (needs Delete permission) asks Undo the check-out?, then takes the payments off the invoice (they go back on account) and cancels the invoice and commission vouchers in Accounts — they stay there under their numbers, marked cancelled, with their ledger effect reversed. The stay can then be corrected and checked out again, which posts a new invoice. It is refused when the invoice has been settled from Accounts or submitted for e-invoicing.

Withdrawing a payment (needs Delete permission) likewise cancels its receipt voucher in Accounts rather than deleting it: the receipt stays there marked cancelled, and any invoice it had paid reopens.

20.5 Calendar sync with the portals (iCal)

Airbnb, Booking.com, Agoda and Trip.com keep each other’s calendars in step by iCal: each portal publishes an export address for a listing and can import addresses from elsewhere. Ritzy joins in the middle, so a reservation on one portal blocks the dates on all the others without anyone typing it twice. Open Holiday Homes → Calendar sync (needs upgrade script 094_re_holiday_ical.sql). Tick iCal against each portal on the Setup tab first; Airbnb, Booking.com, Agoda and Trip.com start ticked.

1. Ritzy → portal. For each unit and portal, Copy address and paste it into that portal’s Import calendar (Airbnb: Calendar → Availability → Connect calendars; Booking.com: Rates & Availability → Sync calendars). Each portal gets its own address, which leaves out that portal’s own reservations. The address lists the nights only, as “Not available”: no guest, price or booking number.
2. Portal → Ritzy. Copy the portal’s Export calendar address for the same listing and paste it into the unit’s row, then Save. Ritzy reads it straight away and then every 30 minutes.

From then on:

• A new reservation on the portal appears in Ritzy as a booking from that portal, marked Complete. A calendar carries dates only, so open it and fill in the guest, the portal’s reference and the price from the booking notification. Today lists every booking still to complete. A booking you had already keyed in by hand for those nights is matched, not duplicated. Dates the host blocked on Airbnb come in as closed dates.
• A changed reservation moves to its new dates.
• A cancelled reservation is cancelled in Ritzy, unless the guest is checked in or money has been taken: then it is marked Gone from portal for you to decide.
• A double booking (two portals selling the same night before either calendar caught up) is never resolved for you. It is shown on Today and on the Calendar sync tab with both bookings named; sort it out on the portals.
• Once a portal has read a unit’s Ritzy address, it drops off the by-hand Block / Reopen checklist for that unit. The tab shows when each portal last read it.

20.6 Cleaning and maintenance expenses

Every turnover costs money: the cleaner, the laundry, guest supplies, a repair. Enter each against the unit it was for — or against the whole property when it is shared, such as the pool, the lobby or a building-wide pest treatment — and it posts to Accounts as you save it. Open Holiday Homes → Expenses (needs upgrade script 095_re_holiday_expenses.sql) and click New:

• Unit — a unit, or whole property (shared).
• For — the category: Cleaning, Laundry & linen, Repairs & maintenance, Guest supplies, Utilities, Pest control and Other are there to start with.
• Paid — Paid now from a cash or bank account (with who it was paid to), or Supplier’s bill, to pay later from Accounts (with the supplier and the bill number).
• Amount, and the tax on the bill when tax is on for the base currency.
• Attach the bill — a photo or PDF of the bill. It is stored as an attachment on the voucher, so it is also seen from Accounts.

Like stays, each voucher carries the property as department and, for a unit, the unit as job, so the job report shows a unit’s costs beside its rent. Changing an expense rewrites its voucher under the same number. If the change needs a different kind of voucher (from Paid now to Supplier’s bill, or the reverse) or moves it into another financial year, the old voucher is cancelled in Accounts and a new one is raised. Cancel expense (needs Delete permission) cancels the expense and its voucher: the voucher stays in Accounts under its number, marked cancelled, with its ledger effect reversed. A supplier’s bill that has already been paid in Accounts cannot be changed or cancelled here until that payment’s allocation is undone.

A stay’s own costs — the clean after it — are added from the booking: the drawer has a Costs card with Add cost, which fills in the unit and the booking. The Summary tab now shows each unit’s commission, costs and net (revenue less commission and costs), the shared costs per property, and costs by category.

On the Setup tab: each category’s expense account (a category with none uses the fallback Expenses A/C), and Expenses paid from, the cash account offered for an expense paid on the spot.

20.7 Photos, videos and details on the phone

The Homes tab of Ritzy Holiday Homes lists every unit with its cover photo. Opening one shows its photos (the unit’s own, then the building’s), its videos, and its details: bedrooms, bathrooms, area, floor, furnishing, the usual nightly rate, who is in now or next, the building’s facilities and the unit’s amenities. These are the same photos and videos as Property Photos (section 5), and the same facilities and amenities as the Property master. Anyone who can see bookings can see them; adding or removing photos and videos from the phone needs the Property Photos add and delete permissions.

20.8 Permissions and the phone app

Holiday Homes (Real Estate) — View to see, Add to enter bookings and expenses, Edit to check in, check out, take payments, work the checklist and change expenses, Delete to withdraw payments, undo check-outs and cancel expenses. Expense categories and their accounts need the Real Estate Settings edit permission, as the rest of Setup. The same rights open Ritzy Holiday Homes on a phone; its install QR code is on this screen. See the Mobile Apps manual.

21 Printed documents & templates

Four Real Estate documents print from a template you can edit: the Rent Invoice, the Receipt, the Credit Note and the Lease Agreement. Each is a page of ordinary text and headings with placeholders where Ritzy fills in the figures, so you can write your own wording round them and keep the numbers correct.

21.1 Printing one

Every row on Rent Invoices, Receipts and Credit Notes has a printer button. It opens the document in a preview with Print and Close. Printed and emailed rent invoices show the tenant’s address, mobile and email as recorded on the tenancy contract. The lease prints from Tenancy Contract — Print contract, which first asks whether to include the tenant’s app invitation.

If a document type has no template yet, the screen says so rather than printing something unofficial. Add one under Tools → Report Templates.

The standard invoice, receipt and credit note print in the shared Ritzy look: your logo and company details at the top, the Tenant and Premises in boxes, and the balance due in a solid band. The lease keeps its own formal typeset layout. See Printed Documents & Reports.

21.2 Editing the wording

Tools → Report Templates, then pick the document under Real Estate. You get the template on the left and a live preview on the right, filled with sample figures so you can see the layout as you type. The panel beside the editor lists every placeholder that document understands — click one to drop it in at the cursor.

A placeholder is written in double braces. {{tenant.name}} becomes the tenant’s name; {{fmt contract.rent}} becomes the rent with two decimals; {{date contract.endDate}} becomes a date in your format. Anything outside the braces is your own text and prints exactly as written, so you can put a placeholder in the middle of a sentence or a paragraph and it reads as one line.

21.3 The lease agreement

The lease supplied with Ritzy is the same sixteen clauses as the lease the older Ritzy printed, in the same order and the same words, so a company moving across does not have to retype it. Four things were deliberately changed, because the old document had them fixed and they are not fixed in this one:

• The landlord’s name used to be a row of dots for somebody to fill in by hand. It is now your company name.
• The property address used to be one building, printed on every lease. It is now the address of the unit being let.
• “MR.” before the tenant’s name has gone. The name stands on its own.
• The occupancy limit in clause 12 was fixed text. It is now a placeholder, so you can set it per contract or change the clause once.

It is a starting point that matches what you used to print, not a contract anybody should sign without their own lawyer having read it. Edit it to suit your market.

21.4 Upgrades and your changes

The template Ritzy supplies is marked as a seed. While it is the only template for that document and you have not edited it, an upgrade quietly replaces it with the newer version, so improvements reach you without your asking. The moment you edit it, or add a second template of your own, Ritzy stops touching it. Your wording is yours from then on.

22 Tips & FAQ

A contract was skipped by generation — why?

Preview always says. The usual reasons: the contract is a reservation that has not been checked in, it is suspended, its next invoice date falls outside the window, or the property has no rental account.

I billed the wrong month. What now?

Cancel the invoices and set the contracts’ next invoice dates back, then run again. If the amounts were wrong rather than the dates, Regenerate over that date range is quicker.

Is the rent on the contract monthly or per period?

Always monthly. The pay mode multiplies it: a quarterly contract at 400 raises an invoice of 1,200.

How do I stop billing without ending the tenancy?

Suspend the contract. It stays on file, keeps its history, and generation steps over it until you reactivate it.

Can a tenant pay for two units on one receipt?

Yes — the receipt is against the tenant, and its allocations can reach any of that tenant’s open invoices.

Why does a unit still show occupied after the tenant left?

The contract has not been vacated. Open it and use Vacate with the date they left; the unit is freed and the agent refund, if any, is worked out.

Where does the rent show up in Accounts?

In the income account on the charge head, with the property as the department and the unit as the job — so the departmental and job reports show rent per building and per unit with no extra work.

Email All said some invoices were not sent.

Usually the tenancy contract has no email address. Add one to the contract and email those invoices again, or send them one at a time from Rent Invoices, which asks for an address.

Should I switch accrued income on?

Only if you bill quarterly or longer and your accountant wants each month’s profit to carry only its own rent. Monthly-only portfolios gain nothing from it.

I sent a link, then added better photos. Do they see them?

No. A link carries the photos you picked when you made it, so nothing you do afterwards changes what has already gone out. Make a new link and send that instead.

Someone outside the office says the photo link does not open.

Then your Ritzy server is not reachable from outside your network. The link is correct; it simply has nowhere to reach. Ask your administrator whether the server is published to the internet.

Can I stop a link I have already sent?

Yes. Revoke on the Share links tab kills it at once for everyone holding it. The row stays, with its view count, so you keep the record of what was sent.