Posting scheduled rent steps and index adjustments
A step is a fact with a date on it. Rent moves on the anniversary, or it moves by an index with a named series and a base month, and the publication lag means the figure becomes knowable only after the period has started. That fact has to reach the charge schedule that actually bills, and the rent roll the owner reads. Missing one escalation is never a single miss. The understated amount becomes the base the next one is calculated from, and it compounds quietly until a tenant audit or a sale forces somebody to read the clause.
The management system is authoritative for money and knows nothing about the phone call where the owner approved the repair.
A management company runs two ledgers that must never mix: the money it holds for owners and tenants, and its own. Everything downstream of that separation is regulated, which shapes what automation is allowed to touch.
- Yardi Breeze
- AppFolio
- Excel
When this is the wrong thing to build
Pick something else if your leases have never been abstracted. Propagation writes a fact everywhere it belongs, and the fact here is buried in a clause with a defined term and a formula. Reading that reliably out of scanned amendments is a separate project, and it is the larger one.
The constraint that shapes it
In most states property management is licensed brokerage activity, which means the company operates under a broker and its handling of client funds is supervised, with segregation from operating money and periodic reconciliation expected. More on how this sector works.
One change of state, written everywhere it belongs, once. Read what this shape is, or start from one of these.
- Keeping a status change from being typed four times
- Closing a matter in every system that still holds it
- Retiring old equipment from every record naming it
- Writing one client change into every system that holds it
- Writing one staffing change into every system that grants access
- Keeping an endorsement change from being typed twice
- How do I make sure a scheduled rent increase actually posts?
- Which CPI series does a lease escalation clause point to?
- Why does the rent roll still show the old base rent?
- How do I apply an index adjustment when the figure publishes late?
- What happens when an escalation is missed for a year?
Back to property management, or see how this is priced and scoped.