One of the most fundamental objects in property management is the landlord - the owner of the properties which you are managing.
Before you can add a property you must first naturally create the landlord.
The following items of contact data may be completed by the user; those marked with an asterisk are mandatory fields. All fields are self-explanatory.
Type: The type of landlord. Options are:
- Joint Owner
Name, address and contact details:
- Forename(s) and Surname
- Address lines 1 and 2
- Emails (primary and secondary) - the primary email is used for landlord logins, if applicable.
- Phone numbers (mobile, home and work)
If you have enabled the postcode lookup add-on you can use this to obtain accurate postal address data which will improve the overall integrity of addresses on the system, and consequently on all documentation generated by the system.
Maintenance Commission: Many agencies carry out routine maintenance work as part of their property management service offering. Since the overhead in managing such works can vary considerably with the nature of the jobs undertaken, it is possible to charge a separate maintenance commission percentage on all invoiced jobs. This may be used in conjunction with a maintenance fee - see below.
Maintenance Fee: An alternative or additional way of charging commission on completed maintenance jobs is to charge a flat fixed fee. This may be applied instead of or in addition to a percentage.
Maintenance Threshold: A landlord may give permission to proceed with all jobs valued under a certain value, but to seek prior approval for jobs exceeding a threshold. A job whose estimated cost is below the threshold will go straight to the approved stage, whereas jobs above the threshold will require manual approval. By default this is set to zero, which means all jobs require approval.
Reference: An internal reference number, if applicable.
Photographic ID: In line with money-laundering legislation, and in fact as good practice and a reasonable safeguard against fraud, it is recommended that you obtain photographic proof of identity when dealing with landlords. Once you have obtained a copy of photographic identity you can tick this box to mark that task complete.
Registration Number: This is primarily for use in Scotland and Northern Ireland where all landlords must be registered with their local authority.
VAT Registration Number: The landlord's VAT registration number will appear on rent invoices associated with commercial properties where VAT is applicable. You have a duty to HMRC to validate VAT numbers to prevent fraudulent use of other people's registrations.
Retain VAT: Check this box if the letting agency discharges VAT liability on behalf of the landlord.